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EXHIBIT A Vendor Account and Credit Card Usage Policy Mayfield Village Issued , 2024 This policy was approved by Village Council on , 2024 and replaces any and all prior policies. VENDOR ACCOUNTS Mayfield Village has open accounts with a variety of local vendors. These accounts are used to purchase goods and services required for Village business. Vendor accounts are in the name of Mayfield Village and include the Village's tax-exempt status. All vendor accounts are to be used for Mayfield Village purchases only and, when opened, should include a Village mailing address, along with an email address for the Department using the account and for the Finance Department. No employee authorized to purchase through a vendor account may use the account for personal purchases. CREDIT CARD ACCOUNTS Mayfield Village also utilizes credit card accounts. For purposes of this policy, "credit card account" means any bank -issued credit card account, store -issued credit card account, grocery card account, gasoline card account, or any other card account allowing the holder to purchase goods and services on credit. Credit card accounts are designed to make authorized expenditures in a manner that reduces paperwork and processing time and are used when the vendor will not accept any other form of payment. Using the Village credit card is preferred to reimbursing employees for authorized purchases made with their personal credit card. Using the credit card is a privilege that Mayfield Village may withdraw at any time, with or without cause. Internal accounting controls and specific finance and accounting procedures for the use of the credit cards are set forth below. The name "Mayfield Village" appears on all credit cards. Credit cards can be used for in-store purchases as well as mail, e-mail, internet, telephone and fax orders. Mayfield Village credit cards are not ATM (automated teller machine) cards or debit cards and are not to be used for personal or non -Village expenditures. Expenditures are restricted to municipal or public purposes related to the work of the cardholder or the department where he or she is employed. The cardholder is responsible for the security and physical custody of the card and is accountable for all transactions made with the card. The cardholder is also responsible for ensuring that the card is not used by unauthorized personnel. Cardholders cannot lend the card to anyone else. Card numbers may not be distributed and should not be saved in on-line accounts. The cardholder must comply with the Village's recordkeeping requirements (including retention of original receipts) for the protection of both the cardholder and the Village. When a vendor account or credit card statement is received, the Finance Department will match the credit card receipts turned in by the card users to the statement. The required documentation will be reviewed to ensure completeness. Any charge that is shown on the statement that cannot be matched with appropriate documentation will be investigated. If appropriate documentation cannot be acquired from the employee that made the charge, the charge amount may be deducted from the employee's next paycheck. Credit card transactions and detail shall be reviewed in accordance with Ohio law.