Chapter 3.40
CREDIT CARDS FOR OFFICIAL PURCHASES
Sections:
3.40.010 Authorization to use credit cards for official purchases and travel.
3.40.030 Approved uses for purchasing on credit cards.
3.40.040 Purchasing restrictions with credit cards.
3.40.050 Reporting credit charges.
3.40.060 Reporting credit charges relating to authorized travel.
3.40.070 Use of credit card for unauthorized charges or travel.
3.40.010 Authorization to use credit cards for official purchases and travel.
The departments, officials and employees of the town of Twisp, Washington, are authorized to use credit cards for official town purchases, acquisitions and authorized travel. The purchasing card is to be used when a purchase order cannot be used and an open charge account is not available. (Ord. 439 § 1, 1996)
3.40.020 Application.
The town clerk, or her designee, shall apply for credit cards. Each card shall be permanently held, excluding department heads, with the town clerk and will be issued on an “as needed” basis. Prior approval of the mayor or authorized department heads will be required. The credit limit on each card shall be set at no more than $5,000. (Ord. 653 § 1(A), 2012; Ord. 439 § 2, 1996)
3.40.030 Approved uses for purchasing on credit cards.
Credit cards may be used for the following purchases:
(1) Supplies: only if a purchase order cannot be used or an open charge account is not available. Charges for supplies cannot exceed $1,000 per item;
(2) Registrations: only after signed approval from the mayor;
(3) Other items specifically authorized by the mayor or appointed designee;
(4) Covering expenses relating to authorized travel. (Ord. 439 § 3, 1996)
3.40.040 Purchasing restrictions with credit cards.
The following uses are not authorized purchases or uses for town credit cards:
(1) Cash advances of any kind;
(2) Payment of invoices or statements. (Ord. 439 § 4, 1996)
3.40.050 Reporting credit charges.
After using the credit card for an approved purchase, the department head will code the receipt and forward it within three working days to the town clerk. The town clerk shall pay all properly coded and submitted charges on a monthly basis. (Ord. 653 § 1(B), 2012; Ord. 439 § 5, 1996)
3.40.060 Reporting credit charges relating to authorized travel.
If a credit card is issued for the purposes of covering expenses relating to authorized travel, upon billing, or no later than 30 days of the billing date, the officer or employee using a credit card issued pursuant to this chapter shall submit a fully itemized travel expense voucher. (Ord. 439 § 6, 1996)
3.40.070 Use of credit card for unauthorized charges or travel.
Any charges against the credit card not properly identified on a credit card report, itemized travel expense voucher, or not properly allowed following a post audit required under RCW 42.24.080, shall be paid by the officer or employee by check, U.S. currency, or salary deduction. If, for any reason, disallowed charges are not repaid by the officer or employee before the credit card billing is due and payable, the town of Twisp 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 credit card. Any official or employee who has been issued a credit card by the town of Twisp shall not use the card if any disallowed charges are outstanding, and shall surrender the card upon demand by the town or auditing officer. The town of Twisp shall have unlimited authority to revoke use of any credit card issued, and upon such revocation order being delivered to the credit card company, shall not be liable for any costs. (Ord. 439 § 7, 1996)