Chapter 2.86
CREDIT CARD POLICY
Sections:
2.86.010 Distribution of credit cards.
2.86.020 Authorization to use credit cards.
2.86.040 Approved uses of credit cards.
2.86.050 Purchasing restrictions.
2.86.060 Reporting credit card charges.
2.86.070 Use of cards for unauthorized charges.
2.86.010 Distribution of credit cards.
The city of North Bend shall have one credit card account for travel and purchases and another credit card account directly connected to a discount warehouse retail business. The credit card account may be one that accrues airline miles at no extra cost; accordingly, all earned flyer miles shall be used toward airline tickets associated with training for staff or officials. Cards will be issued to officials and department heads for official city business as determined by the city administrator and finance director. (Ord. 1505 § 2 (part), 2013; Ord. 1426 § 4 (part), 2011; Ord. 1097 § 1, 2000).
2.86.020 Authorization to use credit cards.
Officials, city department heads, and other employees of the city of North Bend, Washington are authorized to use credit cards for official government travel expenses and purchases. Such credit cards are to be used when a purchase order cannot be used and an open charge account is not available. (Ord. 1097 § 2, 2000).
2.86.030 Credit limits.
The credit limit on each subsidiary credit card shall be $3,000. (Ord. 1097 § 3, 2000).
2.86.040 Approved uses of credit cards.
Credit cards may be used for the following:
A. Fuel, supplies and equipment – only if a purchase order cannot be issued or an open charge account is not available. Charges for supplies and equipment shall not exceed $1,000 per item without the approval of the finance director;
B. Registrations for training seminars and related conferences; and
C. Travel and/or training expenses including deposits to hold rooms, lodging, airline tickets, meals (except alcoholic beverages), tips, parking and gasoline. (Ord. 1505 § 2 (part), 2013; Ord. 1426 § 4 (part), 2011; Ord. 1097 § 4, 2000).
2.86.050 Purchasing restrictions.
The following credit card uses are not authorized:
A. Cash advances of any kind.
B. Payment of invoices or statements received by the city. (Ord. 1097 § 5, 2000).
2.86.060 Reporting credit card charges.
After using the credit card for an approved purchase, officials will forward receipts to accounts payable in the finance department within five working days. Department heads or their designees will code the receipt and forward to accounts payable in the finance department within five working days. If 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 official or employee up to an amount of the interest charged by the company which issued the credit card for the period of time that the charges could not be paid. The finance department will pay all submitted and/or properly coded charges on a monthly basis. (Ord. 1097 § 6, 2000).
2.86.070 Use of cards for unauthorized charges.
Any charges against the purchasing charge card not properly identified on the credit card report or not properly allowed following a post audit shall be paid by the official or employee by check, U.S. currency, or salary deduction. If, for any reason, disallowed charges are not repaid before the charge card billing is due and payable, the city shall have a prior lien against and a right to withhold any and all funds payable or to become payable to the official or employee up to an amount of the disallowed charges and interest at the same rate as charged by the company which issued the charge card. (Ord. 1097 § 7, 2000).