Chapter 2.97
CREDIT CARD USE
Sections:
2.97.010 Authorization to use credit cards for purchases.
2.97.030 Restrictions on use of city credit cards.
2.97.010 Authorization to use credit cards for purchases.
City officials and employees of the city of Sumas, Washington, are authorized to use credit cards for official government purchases and acquisitions. The use of credit cards authorized in this section shall comply with the provisions of the city’s credit card use policy. (Ord. 1766 § 1, 2020: Ord. 1336 § 1 (part), 2001)
2.97.020 Application.
The finance director shall oversee the credit card program and implement and enforce policies to determine and approve assignment and use of credit cards. The authority to determine and approve use of credit cards by personnel within the various departments may be delegated to and made by heads of the applicable department (“department heads”). Application for credit cards shall be approved by the mayor and made by the finance director. In no event shall the credit limit on any individual card exceed ten thousand dollars. (Ord. 1766 § 2, 2020: Ord. 1699 § 1, 2017: Ord. 1559 § 1, 2010: Ord. 1336 § 1 (part), 2001)
2.97.030 Restrictions on use of city credit cards.
There shall be restrictions on the use of city credit cards as follows:
(a) Credit card use must be authorized by the finance director or by one of the three department heads (police chief, public works director, city clerk) in accordance with the city’s credit card use policy. Card holders will be responsible to secure the card from theft or misuse while in their possession and may not lend the card to another individual.
(b) The credit cards may be used for expenses incidental to authorized travel or other departmental expenses authorized by the department head for that department.
(c) Within thirty days of the use of the credit card, the official or the employee of the city who used the card for authorized travel or other expenses shall submit a fully itemized credit card expense voucher and/or receipts and invoices matching the charges made on the credit card. Any charges against the credit card not properly identified on the credit card expense voucher or authorized, or not allowed following the audit required under RCW 43.24.080 or other applicable statute, shall be paid by the official or employee by check, U.S. currency, or salary deduction.
(d) Credit cards may be used for official government purchases and acquisitions. A credit card may be used for such purchases when a purchase order cannot be used, the city does not have a current charge account, or where the requirements of opening an account would delay a purchase or result in less beneficial terms.
(e) In accordance with subsection (a) of this section, employees using a credit card for a purchase must, at the time of purchase, or upon returning to the city from travel, provide the finance director or department head with information, including documentation, that includes the name of the vendor, the estimated amount, date, and description of the purchase. Employees may be held personally liable for any purchase appearing on the credit card bill which is unauthorized or otherwise fails to comply with the requirements of this chapter. The department heads will submit all necessary information and documentation to the finance director in proper format for payment of the credit card bill.
(f) No single purchase by a credit card shall exceed three thousand dollars without prior approval of the city council.
(g) Any credit card provided by the city is not for any personal use or the purchase of personal items by a city official or employee; it shall not be used for personal purchases to be reimbursed to the city at a later date.
(h) If, for any reason, disallowed charges are not repaid before the credit 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 credit card. Any official or employee who has been issued a credit card by the city shall not use the card if any disallowed charges are outstanding and shall surrender the card upon demand of the finance director or his/her designee. (Ord. 1766 § 3, 2020: Ord. 1699 § 2, 2017: Ord. 1559 § 2, 2010: Ord. 1336 § 1 (part), 2001)