Chapter 3.16
TOWN CREDIT CARDS
Sections:
3.16.010 Authorization to use credit cards for purchases and authorized travel.
3.16.030 Approved uses for purchasing on credit cards.
3.16.040 Purchasing restrictions with credit cards.
3.16.050 Reporting credit charges.
3.16.060 Reporting credit charges relating to authorized travel.
3.16.070 Use of credit card for unauthorized charges or travel.
3.16.080 Revocation of credit card.
3.16.010 Authorization to use credit cards for purchases and authorized travel.
The departments, officials and employees of the town are authorized to use credit cards for official town purchases, acquisitions and authorized travel. The credit card is to be used when an open charge account is not available. (Ord. 627 § 1 (part), 2010: Ord. 457 § 1, 1996)
3.16.020 Application.
The town clerk, or his or her designee, shall apply for credit cards. The credit limit on each card will be set at no more than three thousand dollars ($3,000.00) per card. (Ord. 627 § 1 (part), 2010: Ord. 457 § 2, 1996)
3.16.030 Approved uses for purchasing on credit cards.
Credit cards may be used for the following purchases:
A. Supplies. Only if a purchase order cannot be used or an open charge account is not available;
B. Registrations;
C. Other items specifically authorized by the mayor, department head or appointed designee;
D. Covering expenses relating to authorized travel. (Ord. 627 § 1 (part), 2010: Ord. 457 § 3, 1996)
3.16.040 Purchasing restrictions with credit cards.
The following uses are not authorized purchases or uses for town credit cards:
A. Cash advances of any kind;
B. Payment of invoices or statements;
C. Personal purchases of any kind. (Ord. 627 § 1 (part), 2010: Ord. 457 § 4, 1996)
3.16.050 Reporting credit charges.
After using the credit card for an approved purchase, itemized receipts must be obtained for each credit card transaction. The purpose of the charge and the name of the individual involved must be clearly written on the receipt. Original receipts are to be submitted to the town clerk with the credit card statement corresponding to the charge. The town clerk will verify all credit card expenditures against the monthly statement and forward to the town council for approval. Upon approval by the town council, payment will be sent to the credit card company. (Ord. 627 § 1 (part), 2010: Ord. 457 § 5, 1996)
3.16.060 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 within fifteen (15) days of returning from the trip, whichever is sooner, the officer or employee using a credit card issued pursuant to this chapter shall submit a fully itemized travel expense voucher. (Ord. 627 § 1 (part), 2010: Ord. 457 § 6, 1996)
3.16.070 Use of credit card for unauthorized charges or travel.
Any charges against the credit card not properly receipted and identified on a credit card statement, 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 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 shall not use the card if any disallowed charges are outstanding, and shall surrender the card upon demand by the town or auditing officer. (Ord. 627 § 1 (part), 2010: Ord. 457 § 7, 1996)
3.16.080 Revocation of credit card.
The town shall have unlimited authority to revoke the use of any credit card issued, delivery of a revocation order to the credit card company, and shall not be liable for any costs. A credit card may be revoked by the town clerk under any of the following circumstances:
A. If the card is used in a manner inconsistent with the town policy;
B. If the cardholder transfers to another department;
C. If the cardholder resigns or is otherwise terminated from the town;
D. If the monthly credit card is not properly reconciled or received by the town clerk according to the established schedule; or
E. If the card is lost or stolen. (Ord. 627 § 1 (part), 2010)