Chapter 2.48
CREDIT CARD FOR MISCELLANEOUS CITY EXPENDITURES
Sections:
2.48.010 Authorization and purpose.
2.48.020 Obligations, purchase limit and credit limit.
2.48.030 Reports, invoices, review and employee payment deductions.
2.48.040 Control and possession.
2.48.060 Use of city credit cards.
2.48.010 Authorization and purpose.
The city clerk-treasurer is authorized to obtain and have issued a credit card or cards in the name of the city of Okanogan, for use by the city personnel, employees and officials for purposes of incurring miscellaneous and minor expenses for the ordinary, necessary, reasonable and usual expenses to properly maintain and continue city operations, including, without limitation, authorized travel, entertainment and purchases of miscellaneous and minor supplies. (Ord. 747 § 1, 1991)
2.48.020 Obligations, purchase limit and credit limit.
No obligation shall be incurred, nor shall such obligation be deemed a valid obligation of the city, unless such obligation is for matter or matters otherwise properly provided for in the budget of the city. Further, no individual purchase shall exceed the sum of $500.00 unless authorized by the supervisor or mayor and the combined credit limit of each credit card shall not exceed the sum of $2,000, this precluding the charging or using of said card beyond said debt limit. (Ord. 1116 § 1, 2011; Ord. 747 § 2, 1991)
2.48.030 Reports, invoices, review and employee payment deductions.
All charges shall be reported to the proper committee and shall appear on the claims invoice for payment of the financial institution issuing such card. If, after review, the council shall reasonably determine, in its judgment, that an authorization has been incurred or expense made in the name of the city, but is not properly chargeable as ordinary, necessary, reasonable and usual, and is not otherwise budgeted, then such charge or expense shall be charged to the employee or official incurring the same and may be deducted from any payment otherwise due said employee or official, at any time thereafter, by way of deduction prior to issuance of any check or other payment to be made to said employee or official. (Ord. 747 § 3, 1991)
2.48.040 Control and possession.
The city clerk-treasurer as authorized by the mayor shall have exclusive control and possession of all such charge cards as authorized by this chapter and shall control release, issuance and availability of such cards as reasonably necessary in order to prevent abuse or improper use; all cards shall be promptly returned to the city clerk-treasurer immediately upon request. The city clerk-treasurer may open accounts at appropriate financial institutions for purposes of such cards, and, when deemed necessary in the city clerk-treasurer’s sole judgment, close out immediately any such account solely by written notice signed by the clerk-treasurer. (Ord. 1116 § 2, 2011; Ord. 747 § 4, 1991)
2.48.050 Debit cards.
Debit cards shall be maintained by the clerk-treasurer for the purpose of miscellaneous purchases or payments. All purchases or payments shall be authorized by the clerk-treasurer or the mayor not to exceed $500.00 for an individual purchase. Purchase types shall be as determined by the mayor. (Ord. 1116 § 3, 2011)
2.48.060 Use of city credit cards.
A. The city credit card shall not be used for personal use or the purchase of personal items, whether or not repaid to the city at a later date.
B. A receipt shall be obtained for each purchase made, and shall be returned with the credit card.
1. Any credit card charges for which a receipt is lost shall be substituted by an affidavit (Attachment A to the ordinance codified in this chapter, on file in the office of the clerk-treasurer) signed by the employee or official stating the nature, character and purpose of the charge.
2. Upon return of the credit card and related receipts and/or affidavits, the clerk-treasurer shall review said charges for general compliance with this chapter and may with cause disallow any charge.
3. If any charges are disallowed, the clerk-treasurer shall notify the employee or official and demand reimbursement by the employee or official. Failure to make such reimbursement shall result in a salary deduction.
C. An employee or official may not be allowed use of the city credit card if any disallowed charges are outstanding.
D. The credit card must be returned to the clerk-treasurer’s office no later than the following business day or regular scheduled workday after the official business is completed.
E. The city of Okanogan reserves unlimited authority to revoke the use of any city credit card at any time, and will not be liable for any costs or charges incurred on said card thereafter.
F. The city credit card shall not be used for cash advances.
G. Gross and/or habitual abuse of and/or regular inconsistencies with the city’s credit card policies shall be grounds for disciplinary, civil and/or criminal action being taken against the offender by the city. (Ord. 1116 § 4, 2011)