Chapter 3.05
CITY CREDIT CARD USE

Sections:

3.05.010    Implementation.

3.05.020    Distribution.

3.05.030    Authorization and control.

3.05.040    Application.

3.05.050    Credit limits.

3.05.060    Credit card restriction.

3.05.070    Disallowed charges.

3.05.080    Return of credit card.

3.05.085    Payment of bills.

3.05.090    Additional policies.

3.05.010 Implementation.

The City manager and finance director shall implement and maintain the following system for the distribution, authorization, and control of credit cards issued to or for the benefit of the City and used by City officials and employees. (Ord. O2001-79 § 1(A))

3.05.020 Distribution.

Credit cards may be distributed to those City officials and employees who, in the opinion of the City manager, or his or her designee, have job responsibilities that would benefit or otherwise be facilitated by use of a credit card. (Ord. O2001-79 § 1(A)(1))

3.05.030 Authorization and control.

The finance director shall develop specific administrative guidelines and accounting controls to ensure the proper usage of credit cards and credit card funds. The purchasing card is to be used when it is in the best interest of City administrative affairs. (Ord. O2001-79 § 1(A)(2))

3.05.040 Application.

The individual holder, upon prior approval of the City manager or his or her designee, shall hold each credit card responsibly. (Ord. O2001-79 § 1(A)(3))

3.05.050 Credit limits.

The City Manager or his/her designee shall set credit limits on each card issued subject to the approval of the City Council. The credit card limit shall not exceed $25,000 for the City Manager or $15,000 for any other individual credit card. The limit may be temporarily revised by the City Manager or his/her designee to accommodate purchases made under special circumstances, up to the limit of the City Manager’s signing authority. (Ord. O2024-567 § 1 (Att. A); Ord. O2019-487 § 1 (Att. A); Ord. O2009-260 § 1(A)(4); Ord. O2001-79 § 1(A)(4))

3.05.060 Credit card restriction.

The following will be considered an unauthorized purchase or use of any City purchasing/credit card:

(1) Cash advances;

(2) Personal purchases of any kind. (Ord. O2019-487 § 1 (Att. A); Ord. O2001-79 § 1(A)(5))

3.05.070 Disallowed charges.

(1) Disallowed charges, or charges not properly identified, will be paid by the employee before the charge card billing is due. Failure to do so will render the employee personally liable where the City shall have a prior lien against and a right to withhold any and all funds payable or to become payable to the employee up to the unpaid amount, plus interest and/or fees at the rate charged by the bank that issued the card. Employee shall not use the credit card if any disallowed charges are outstanding.

(2) The act of obtaining a City credit card does not indicate pre-approval of expenditures/ expenses. (Ord. O2001-79 § 1(A)(6))

3.05.080 Return of credit card.

The employee shall return all City credit cards at the request of the City manager or designee, or upon separation of employment. Final paycheck will be held until all outstanding City property has been returned. (Ord. O2001-79 § 1(A)(7))

3.05.085 Payment of bills.

The finance department will pay the credit card bills after receiving the necessary documentation and authorized signatures from the credit card holders. (Ord. O2009-260 § 1(A)(8); Ord. O2001-79 § 1(A)(8))

3.05.090 Additional policies.

The City manager and finance director are authorized to implement any additional policies or administrative procedures necessary to implement the provisions of this section. (Ord. O2001-79 § 1(B))