Credit Card Policy

The purpose of the credit card policy is to facilitate purchases for the library in those limited circumstances where using a credit card is the only practicable means for making a purchase. The director will procure a credit card for the library from the financial institution offering the most favorable terms for the library. The director may obtain a card that has an annual fee if the totality of the terms applicable to that particular credit card makes it the best choice for the library.

The line of credit extended to the library by means of the credit card shall not exceed One Thousand dollars ($1,000.00).

The library director is the designated custodian of the credit card. The director must ensure that the card is used in conformance with the library’s Resolution for Library Credit Card, the Indiana State Board of Accounts Accounting and Uniform Compliance Guidelines Manual for Libraries, and this policy.

The director must maintain a log which will include the names of individuals requesting usage of the card, their position, type of purchase to be made, estimated amount to be charged, fund and account numbers to be charged, date the card is issued and returned, and, after the purchase, the actual amount that individual charged to the card. Both library employees and officers must sign for the card when they are taking it from the office and shall return the card as soon as possible after use, but no later than the first day the employee returns to work.

When not checked out to an authorized employee or officer for an authorized purchase, the credit card shall remain in a locked drawer or safe in the library’s business office. The director, or a library employee designated by the director, may use the credit card for the following types of purchases:

1. Supplies
2. Services and Charges (where required)
3. Capital Outlays (where required)

Use of the library’s credit card for personal purchases is expressly prohibited.

The library is generally exempt from sales tax on purchases. The card user must notify the vendor or merchant that the credit card transaction should be tax exempt. The card user should provide the library’s Sales Tax Exemption Certificate at the time of purchase, to avoid paying sales tax. Meals and lodging are not exempt from sales tax.

The balance due on the credit card will be paid in full each month by or before the payment due date.

Payments should not be made on the basis of a statement or a credit card slip only. Procedures for payments should be no different than for any other claim. Supporting documentation such as paid bills and itemized receipts must be provided by the card user. Any interest or penalty incurred due to late filing or furnishing of documentation by an officer or an employee will be the responsibility of that officer or employee.

Any benefits derived from the use of the credit card are the property of the library.

If the card is lost or stolen, the card issuer must be notified immediately. This loss must also be reported to the library’s board of trustees.

Employees requesting use of the credit card will be required to read a copy of this policy and sign indicating they understand and agree to abide by the terms of the policy. Any employee who violates the library’s Credit Card Policy is subject to disciplinary action.

Adopted 10/28/2014.


The Roanoke Public Library will start accepting credit/debit cards starting August 2016.

A.      Applicability

This policy applies to all forms of credit card processing on behalf of the Roanoke Public Library. Credit card processing includes any payment card transaction (whether credit card, debit card, or other instrument linked to such a card) or other transmission, processing or storage of credit card data regardless of the means by which that transaction occurs. This includes transactions initiated in-person, via the telephone or other telephonic means, in paper form, by U.S. mail or other courier, through a terminal, kiosk, computer system, website, mobile device or any other means.

B.      Credit Card Processing

The Library shall have a method for collecting library payments which will include credit card processing.

Use of imprint machines to process credit card payments is prohibited, as they display the full 16-digit credit card number and expiration date on the customer copy.


Processing can only be done via approved cell phone with Square attachment over a wifi connection.


Employees who handle credit card data agree to not disclose or acquire any information concerning a cardholder’s account without the cardholder’s consent.  Employees will not sell, purchase, provide, disclose or exchange card account information or any other transaction information.

C.      Minimum Charge

The minimum charge amount set by our processing vendor for in-house charges is $1.00.

D.      Convenience Fee

A convenience fee of $2.00 will be added to each credit card transaction to cover processing fees.

E.       Procedures

The Library accepts credit card transactions in face-to-face means.


Credit card customer information shall not be maintained unless absolutely necessary as determined by the Director. If it is absolutely necessary to maintain such information, the paper shall be stored in a locked and secured cabinet or desk.  Credit card information will not be stored on any Library computer, storage device, or other electronic medium, including imaging, spreadsheets or PDF documents.


Access to credit card information and the processing of credit card payments should be limited to those individuals whose job requires such access.  Paper records with card numbers should be disposed of through shredding.


Receipting information will be recorded in the daily receipts log so that deposits can be recorded into the Library’s accounting system.


F.       Receipts

Receipts will be emailed to the credit card customer only.  No receipts will be given to the credit card customer by the Library Staff.

G.      Responsibilities

Director’s responsibilities: The Director will provide daily oversight of all credit card transactions and reconcile credit card transactions.  The Director will maintain all internal infrastructure related issues for PCI compliance.  In the event of unauthorized access or disclosure (breach) of credit card numbers, the director will notify the individuals of the security breach as soon as possible and without unreasonable delay, provided notification will not impede a law enforcement investigation.  The director will respond to self-assessment PCI compliance surveys from merchant services companies.


Staff responsibilities:   Staff that accept payment for services shall adopt processes that protect credit card data. Staff are responsible for timely communication with the Director of any credit card inquiries or requests for information, such as for surveys and questionnaires regarding credit card processing.  Staff who suspect a breach and/or fraud involving credit cards should contact the Director/Board of Trustees immediately.  Staff must inspect their point-of-sale devices on a regular basis, and should notify the Director/Board of Trustees if something appears to be changed, added or different.

H.      Evergreen Payments

Customers may also use their credit card to pay for fines and fees through the “My Account” feature in Evergreen. A small convenience fee may apply. Please note that this vendor is contracted through the Indiana State Library to service the entire Evergreen Consortium