Chapter 2.95
CREDIT CARD POLICY

Sections:

2.95.010    Purpose.

2.95.020    Distribution of credit cards.

2.95.030    Authorized use of credit cards.

2.95.040    Credit card limits.

2.95.050    Prohibited uses of the credit cards.

2.95.060    Accounting of credit card charges.

2.95.070    Use of credit card for an unauthorized purpose.

2.95.900    Severability.

2.95.010 Purpose.

The purpose of this chapter shall be to set forth the policy of the city of Prosser, Washington, for the use of credit cards by elected officials and appointed officers. This chapter shall be interpreted to provide for the use of credit cards by authorized persons to the fullest extent allowed by RCW 43.09.2855 and 42.24.115. (Ord. 2596 § 3, 2008).

2.95.020 Distribution of credit cards.

Credit cards may be issued to elected officials and those officers appointed under Prosser Municipal Code Section 2.01.010(A)(1), (3), (4), (5), (6) and (7), by the mayor or by the city administrator under direction of the mayor. The credit cards issued may be ones that accrue airline miles at no extra cost. All earned flyer miles shall be used toward airline tickets associated with training for employees, officers, or elected officials. (Ord. 2596 § 4, 2008).

2.95.030 Authorized use of credit cards.

Elected officials and appointed officers who are issued credit cards are authorized to use credit cards for the following purchases and travel-related expenses:

A.    Fuel (for city-owned vehicles), supplies, copies, equipment and other official city purchases and acquisitions – only if a purchase order cannot be issued or an open charge account is not available. Charges under this section shall not exceed two thousand dollars per item without the prior approval of the city administrator.

B.    Registrations for training seminars and related conferences.

C.    Travel and training expenses including deposits to hold rooms, lodging, airline tickets, meals (except alcoholic beverages), tips, parking and gasoline. (Ord. 2596 § 5, 2008).

2.95.040 Credit card limits.

The credit limit on each credit card issued in accordance with this chapter shall be not more than five thousand dollars. (Ord. 2596 § 6, 2008).

2.95.050 Prohibited uses of the credit cards.

The following uses for credit cards issued in accordance with this chapter are prohibited:

A.    Cash advances of any nature.

B.    Payment of invoices or statements received by the city. (Ord. 2596 § 7, 2008).

2.95.060 Accounting of credit card charges.

City elected officials or appointed officers shall forward detailed receipts for authorized purchases to the city clerk/finance director within seven business days after the credit card is used by such person. The city clerk/finance director is authorized to make administrative policies to implement this section. If detailed 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 elected official or appointed officer in the amount of the interest charged by the company which issued the credit card for the period of time that the charges were not paid. The city clerk/finance director will pay all submitted charges on a monthly basis. (Ord. 2596 § 8, 2008).

2.95.070 Use of credit card for an unauthorized purpose.

The city clerk/finance director and the city council’s budget and finance committee shall audit all credit card purchases for compliance with this chapter. Any unauthorized charges discovered during the audit shall be disallowed and shall be paid by the elected official or appointed officer 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 elected official or appointed officer up to an amount of the disallowed charges and interest at the same rate as charged by the company which issued the charge card. In the event that the elected official or appointed officer disagrees with the disallowance of the claim he or she may submit a request for reimbursement of the charged amount to the city council. Such request shall be made on forms adopted by the city clerk/finance director. (Ord. 2596 § 9, 2008).

2.95.900 Severability.

The provisions of this chapter are hereby declared to be severable. If any section, subsection, sentence, clause, or phrase of this chapter or its application to any person or circumstance is for any reason held to be invalid or unconstitutional, the remainder of this chapter shall not as a result of said section, subsection, sentence, clause, or phrase be held unconstitutional or invalid. (Ord. 2596 § 10, 2008).