Chapter 3.12
USE OF CREDIT CARDS
Sections:
3.12.010 Authorization to use credit cards for purchases.
3.12.030 Authorization and control.
3.12.050 Approved uses for credit card purchases.
3.12.060 Credit card restrictions.
3.12.070 Reporting credit card charges.
3.12.080 Use of card for unauthorized charges.
3.12.090 Return of credit card.
3.12.010 Authorization to use credit cards for purchases.
City departments of the city of Davenport, Washington, are authorized to use credit cards for official government purchases and acquisitions. Credit cards may be used when the use of the city’s purchasing system is not possible or practical. (Ord. 1070 § 1, 2012).
3.12.020 Distribution.
Credit cards may be distributed to those city officials and employees who, in the opinion of the mayor, city administrator, or his/her designee, have job responsibilities which would benefit or otherwise be facilitated by the use of a credit card. (Ord. 1070 § 1, 2012).
3.12.030 Authorization and control.
The city administrator shall develop and implement guidelines and accounting controls to ensure the proper usage of credit cards and credit card funds. (Ord. 1070 § 1, 2012).
3.12.040 Credit limits.
The mayor, city administrator, or his/her designee shall set credit limits on each card issued. The credit limit on each card shall not exceed $5,000 without the written approval of the mayor. In no event shall such credit limit exceed $5,000 for any individual credit card. (Ord. 1070 § 1, 2012).
3.12.050 Approved uses for credit card purchases.
Credit cards may be used for the following purchases:
(1) Fuel, supplies and equipment. Charges shall not exceed the purchasing authority of the employee without the approval of the mayor, city administrator, or his/her designee.
(2) Registrations and association dues.
(3) Authorized travel and training expenses.
(4) Other ordinary, necessary, reasonable, and usual expenses to properly maintain and continue city business. (Ord. 1070 § 1, 2012).
3.12.060 Credit card restrictions.
The following uses will be considered an unauthorized purchase or use of any city credit card:
(1) Cash advances of any kind.
(2) Payment of invoices or statements.
(3) Personal purchases of any kind.
(4) Purchases where an open charge account would be utilized. (Ord. 1070 § 1, 2012).
3.12.070 Reporting credit card charges.
The city administrator, or his/her designee, shall establish and implement a written procedure for the payment of all credit card bills. 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 clerk/treasurer. The clerk/treasurer will pay all properly coded and submitted charges on a monthly basis. (Ord. 1070 § 1, 2012).
3.12.080 Use of card for unauthorized charges.
The act of obtaining a city credit card does not indicate pre-approval of expenditures/expenses. Any charges against the city credit card not properly identified on the credit card report or not properly allowed a post audit shall be paid by the employee 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 official or employee up to the amount of the disallowed charges and interest at the same rate as charged by the company which issued the charge card. An employee shall not use any city credit cards if any disallowed charges are outstanding.
The city 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 subsequent charges. (Ord. 1070 § 1, 2012).
3.12.090 Return of credit card.
Employees shall return all city credit cards at the request of the mayor, city administrator, or his/her designee, or upon separation of employment. Final paycheck will be withheld until all outstanding city property has been returned. (Ord. 1070 § 1, 2012).
3.12.100 Severability.
Should any section, paragraph, sentence, clause or phrase of this chapter or its application to any person or circumstance be declared unconstitutional or otherwise invalid for any reason, such decision shall not affect the validity of the remaining portions of this chapter or its application to other persons or circumstances. (Ord. 1070 § 1, 2012).