Chapter 2.38
CREDIT CARD POLICY
Sections:
2.38.020 Distribution of credit cards.
2.38.030 Authorized use of credit cards.
2.38.050 Prohibited uses of the credit cards.
2.38.060 Accounting of credit card charges.
2.38.070 Use of credit card for an unauthorized purpose.
2.38.010 Purpose.
The purpose of this chapter shall be to set forth the policy of the City of Everson, Washington, for the use of credit cards by appointed officers, and City employees. This chapter shall be interpreted to provide for the use of credit cards by authorized persons to the fullest extent allowed by RCW 42.24.115 and 43.09.2855. [Ord. 771 § 2, 2016.]
2.38.020 Distribution of credit cards.
City appointed officers and employees of the City are authorized to use credit cards for official government travel and purchases. The credit cards issued may be ones that accrue airline miles or rebates at no extra cost. All earned flyer miles or rebates shall be used for City of Everson business purposes only. [Ord. 771 § 2, 2016.]
2.38.030 Authorized use of credit cards.
Appointed officers and employees who are issued cards are authorized to use credit cards for the following purchases and travel-related expenses when a purchase order cannot be used or an open charge account is not available:
A. Fuel (for City-owned vehicles), supplies, copies, equipment and other official City purchases and acquisitions.
B. Registrations for training seminars and related conferences.
C. Travel and training expenses including deposits to hold rooms, lodging, transportation costs of airline tickets, train tickets, or taxi cab fees, meals (except alcoholic beverages), tips, parking and gasoline. [Ord. 771 § 2, 2016.]
2.38.040 Credit card limits.
The credit limit on each credit card issued in accordance with this chapter shall be not more than $3,000. [Ord. 771 § 2, 2016.]
2.38.050 Prohibited uses of the credit cards.
The following uses for credit cards issued in accordance with this chapter are prohibited:
A. Cash advances of any nature.
B. Personal purchases. [Ord. 771 § 2, 2016.]
2.38.060 Accounting of credit card charges.
City appointed officers and City employees shall forward detailed receipts for authorized purchases to the City Clerk/Treasurer within seven business days after the credit card is used by the person. The City Clerk/Treasurer is authorized to make administrative policies to implement this section. If detailed receipts are not submitted on a timely basis, the City shall have a prior lien against and a right to withhold any and all funds payable to the appointed officer or employee in the amount of the purchase, interest, and any associated fees or penalties charged by the company which issued the credit card for the period of time that the charges were not paid. The City Clerk/Treasurer will pay all submitted charges on a monthly basis. [Ord. 771 § 2, 2016.]
2.38.070 Use of credit card for an unauthorized purpose.
The City Clerk/Treasurer and the City Council’s Finance Committee shall review and audit all credit card purchases for compliance with this chapter. Any unauthorized charges discovered during the audit shall be disallowed and shall be paid by the appointed officer or employee by check, U.S. currency, or salary deduction. If, for any reason, disallowed charges are not repaid before the credit card billing is due and payable, the City shall have a prior lien against and a right to withhold any and all funds of the disallowed charges and interest at the same rate as charged by the company which issued the credit card. In the event that the appointed officer or employee disagrees with the disallowance of the claim, he or she may submit a request for reimbursement of the charge amount to the City Council. Such request shall be made on forms adopted by the City Clerk/Treasurer. [Ord. 771 § 2, 2016.]
2.38.900 Severability.
The provisions of this chapter are hereby declared to be severable. If any section, subsection, sentence, clause, or phrase of this chapter or its application to any person or circumstance is for any reason held to be invalid or unconstitutional, the remainder of this chapter shall not as a result of said section, subsection, sentence, clause, or phrase be held unconstitutional or invalid. [Ord. 771 § 2, 2016.]