Chapter 3.35
CITY-ISSUED CREDIT CARDS
Sections:
3.35.020 Issuance, use and control of credit cards.
3.35.010 Definitions.
As used in this chapter, “credit card” means a card or device issued under an arrangement pursuant to which the issuer gives to a cardholder the privilege of obtaining credit from the issuer. [Ord. 1306 § 1, 2008.]
3.35.020 Issuance, use and control of credit cards.
The city council hereby adopts the following system for the issuance, use and control of credit cards by city officials and employees:
A. The finance department shall implement the following system for the distribution, authorization and control, credit limits and payment of bills related to the use of credit cards by city officials and employees:
1. Distribution. Credit cards may be checked out to those city officials and employees who, in the opinion of the finance department, have job responsibilities which would be facilitated by the use of a credit card, and the credit card use would benefit the city.
2. Authorization and Control. The finance department shall develop the implementation guidelines and accounting controls to ensure the proper usage of credit cards and credit card funds.
3. Credit Limits. The finance department shall set credit limits on each credit card issued. The credit limit for a city-issued card shall not exceed $20,000 without written approval of the city administrator. The credit limit for a specific individual shall not exceed $5,000 without written approval of the city administrator.
4. Payment of Bills. The finance department has implemented written procedures for the payment of all credit card bills attached to the ordinance codified in this chapter as Exhibit A, Credit Card Policy.
a. All credit card receipts shall be submitted to the finance department within two days of expense date or completion of travel.
b. The policy strives to avoid the payment of late fees and interest.
c. All bills shall be received by the finance department. The city clerk-treasurer/finance director will then distribute the bills to the appropriate personnel and obtain from them fully itemized travel/expense vouchers.
5. Unauthorized Charges. Any employee using a city-issued credit card for noncity business shall be billed for all charges on the credit card, and the city administrator or his/her designee is directed and authorized to make payroll deductions to recover any unauthorized charges. No employee shall use the city-issued credit card for noncity business use.
6. Cash Advances. Cash advances on credit cards are prohibited.
B. The finance department is authorized to adopt any additional procedures or policies necessary to implement the provisions of this section. [Ord. 1306 § 1, 2008.]