Chapter 2.40 CITY CREDIT CARDS

Chapter 2.40
CITY CREDIT CARDS

Sections:

2.40.010 City credit cards used for travel.

A. The clerk-treasurer shall take appropriate steps as soon as reasonably possible, in consultation with the mayor, to obtain two credit cards to be issued in the name of the city of Rainier, to be issued by the mayor to employees as needed for the purpose of covering expenses incident to authorized travel by officials or employees of the city, including but not limited to authorized automobile rental as needed.

B. The charge cards may be issued by the mayor to department heads on request, strictly to cover expenses incident to authorized travel of officials or employees, with a combined “cap” or limit of three thousand dollars ($3,000).

C. Upon billing or no later than thirty (30) days after the billing date, the officer or employee using a charge card issued under this chapter shall submit a fully itemized travel expense voucher. Any charges against the charge card not sufficiently identified on the travel expense voucher or not allowed following the audit required under RCW 42.24.080 shall be paid by the official or employee by check, United States currency, or salary deduction.

D. 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 an amount of the disallowed charges and interest at the same rate as charged by the company which issued the card in accord with RCW 42.24.080. Any official or employee who has been issued a charge card by the city shall not use the card if any disallowed charges by that individual or other officer or employee are outstanding and shall surrender the card upon demand by the auditing officer or mayor. The mayor shall have unlimited authority to revoke use of any charge card or cards issued under this chapter.

E. At the end of each authorized use, as specified by the mayor, the officer or employee shall return the charge card to the mayor. (Ord. 728 § 1, 2025; Ord. 495 §§ 1—5, 2003)

2.40.020 City credit card use policy.

A. Introduction. The city of Rainier recognizes that the use of credit cards is a customary and economical business practice that improves cash management, reduces costs and increases efficiency in the transaction of city business. The city also recognizes credit cards are an appropriate and useful means of paying for a variety of purchases, i.e., supplies, online purchase and recurring vendor payments (where appropriate). The clerk-treasurer shall implement and administer the following policy related to the use of credit cards by city employees.

B. Distribution. City credit cards may be directly issued to those city employees whose work would be more efficient using a credit card and would benefit the city. A credit card user must sign a “City of Rainier Credit Card User Agreement” approved by the administrator.

C. Authorization and Control. Credit card transactions must comply with the city’s purchasing and contracting guidelines, city code and all applicable state and federal regulations. The administrator will be the responsible authority to set up and maintain each employee credit card and for the overall administration of the credit card program by reviewing, reporting and coordinating all aspects of the program. The administrator is the liaison between the issuer and the credit card holder. The administrator will be the custodian of all credit cards and will maintain a log for checking out and returning the cards.

D. Credit Limits. The credit limit for the Visa cards is forty thousand dollars ($40,000). Any purchase over one thousand dollars ($1,000) must be preapproved by the administrator. The credit limit for the fuel card is two thousand two hundred dollars ($2,200). In addition to that there is a limit of three hundred dollars ($300.00)/per day per card.

E. Disallowed Charges. The following uses are not authorized credit card purchases:

1. Items or services for personal use;

2. Cash advances;

3. Fuel for privately owned vehicles;

4. Charges made outside of employee’s approval authority; or

5. Purchases restricted by other policies and guidelines.

No employee may use a city-issued credit card for non-city business or personal use. Any employee using a city-issued credit card for non-city business or personal use may be disciplined and is liable for such charges.

F. Receipt of Goods and Services. The cardholder is responsible for ensuring the receipt of goods and services as ordered and any follow-up with the vendor to resolve delivery problems, discrepancies or damaged goods. Should any item be returned to the vendor, the cardholder must follow the vendor return policy and be responsible to ensure that proper credit is posted for said return.

G. Documentation. Employees incurring expenses with a city credit card must provide timely, detailed documentation to the administrator. If a receipt is lost, the user must contact the vendor and request a replacement receipt or swear out an affidavit of lost receipt. Documentation must include an itemized receipt signed by the employee.

The credit card of any holder will be suspended until the employee submits appropriate documentation. Continual offenders may have their credit card canceled at the discretion of the administrator.

H. Payment of Bills. The accounts payable clerk will reconcile the monthly billing statement with the itemized receipts. The card administrator will approve the reconciliation.

I. Card Security. The city credit cards should be kept in a secure location. Cards issued to individual employees are to be used only by that employee. When not in use, cards should be kept in a secure location. The card holder must immediately report a lost or stolen card. The card holder must immediately return all cards upon leaving city employment. (Ord. 728 § 2, 2025)