Chapter 2.65
CREDIT CARD USE*
Sections:
2.65.020 Issuance, use and control of credit cards.
2.65.030 Establishment, use, and control of credit accounts.
* Prior legislation: Ord. 8.
2.65.010 Definitions.
A. As used in Chapter 2.65 SVMC, the term “credit card” means a card or device issued under an arrangement pursuant to which the issuer (credit card company) gives the City the option to obtain credit from the issuer, usually at the point of sale.
B. As used in Chapter 2.65 SVMC, the term “credit account” means an account established with a vendor under an arrangement whereby the vendor extends to the City the option to obtain credit to purchase goods from the vendor prior to payment.
C. As used in Chapter 2.65 SVMC, the term “city manager” means the city manager or designee. (Ord. 23-002 § 2, 2023; Ord. 15-021 § 2, 2015; Ord. 30 § 1, 2003).
2.65.020 Issuance, use and control of credit cards.
The City adopts the following system for the issuance, use, and control of credit cards by City officials and employees.
A. The city manager is authorized to obtain City credit cards under the following system, which provides for the distribution, authorization, control, credit limits, and payment of bills through the use of the credit cards by City officials and employees:
1. Issuance and Use. Credit cards may be issued to the City of Spokane Valley and used by City officials and authorized employees for purchasing goods, supplies, and other items from vendors or incurring registration, training, or travel expenses in connection with the performance of their duties on behalf of the City.
2. Authorization and Control. Upon authorization from the city manager, City employees may obtain credit cards from the city manager who shall maintain a ledger of the individual receiving the credit card, including the date the card was received. City council members may obtain credit cards from the city manager. The city manager shall implement accounting controls to ensure the proper use of credit cards and credit card funds.
3. Credit Limits. The credit limit shall not exceed $25,000 per card.
4. Payment of Bills. The city manager shall establish a procedure for the prompt payment of all credit card bills on or before the due date.
5. Unauthorized Charges. No official or employee shall use the City-issued credit card for non-City business purposes. No charge(s) shall exceed amounts established and available in the City budget.
6. Cash Advances. Cash advances on credit cards are prohibited.
B. Expenses incident to authorized travel may be charged to a City-issued credit card provided the official or employee returns to the City with credit card receipts in accordance with the City travel policies and procedures. An expense reimbursement form is also required. If certain credit charges are disallowed as a result of audit or City policy, such charge shall be repaid to the City, with the City having the right to withhold funds payable to the official or employee up to the amount of the disallowed charge including interest at the rate charged by the credit card company.
C. The city manager is authorized to revoke the use of any credit card issued and immediately require the surrender of the credit card.
D. The city manager is authorized to adopt any additional rules or policies necessary to implement these provisions. (Ord. 23-002 § 2, 2023; Ord. 15-021 § 2, 2015; Ord. 07-011 § 1, 2007; Ord. 30 § 2, 2003).
2.65.030 Establishment, use, and control of credit accounts.
The City adopts the following system for the establishment, use, and control of credit accounts by City employees:
A. The city manager is authorized to establish City credit accounts under the following system, which provides for the authorization, control, credit limits, and purchase of goods through the use of the credit accounts by City employees:
1. Establishment and Use. Credit accounts may be established by the City of Spokane Valley and used by City authorized employees for purchasing goods, equipment, and supplies from vendors for City purposes.
2. Authorization, Application, and Control. Upon authorization from the department director, City employees may apply to vendors to establish credit accounts. All applications shall be signed by the city manager. The city manager shall implement accounting controls to ensure the proper use of credit accounts.
3. Credit Limits. The credit limit shall not exceed $25,000 per account.
4. Payment of Bills. The city manager shall establish a procedure for the prompt payment of all credit account bills on or before the due date. All credit account bills shall be paid within the same fiscal year in which the bill was incurred.
5. Unauthorized Charges. No employee shall use a City credit account for non-City business purposes. No charge(s) shall exceed amounts established and available in the City budget.
B. The city manager is authorized to suspend the use of any credit account or to suspend any employee from using credit account(s).
C. The city manager is authorized to adopt any additional rules or policies necessary to implement these provisions. (Ord. 23-002 § 2, 2023; Ord. 15-021 § 2, 2015).