Chapter 2.72
CREDIT CARD USE FOR OFFICIAL GOVERNMENT PURCHASES
Sections:
2.72.010 Authorization to use credit cards for purchases.
2.72.030 Approved uses for credit card purchases.
2.72.040 Purchasing restrictions.
2.72.050 Reporting credit card charges.
2.72.060 Use of card for unauthorized charges.
2.72.010 Authorization to use credit cards for purchases.
Authorized representatives of the town of Wilbur, Washington are approved to use credit cards for official government purchases and acquisitions. (Ord. 599 §1, 2021; Ord. 302 §1, 1996)
2.72.020 Application.
The mayor or the mayor’s designee shall determine and approve assignment and use of credit cards. Such approval shall include the individual authorized to use a credit card on behalf of the town and the specific credit card that is authorized to be used. The credit limit on each card will be set by resolution. (Ord. 599 §2, 2021; Ord. 302 §2, 1996)
2.72.030 Approved uses for credit card purchases.
Credit cards may be used for the following purchases:
A. Fuel, supplies and equipment – only if an open charge account is not available. Charges for supplies and equipment shall not exceed one thousand dollars per item without the approval of the mayor or his/her designee;
B. Registration;
C. Travel and/or training expenses;
D. Other items specifically authorized by the mayor or his/her designee. (Ord. 599 §3, 2021; Ord. 302 §3, 1996)
2.72.040 Purchasing restrictions.
The following uses are not authorized credit card purchases or uses:
A. Cash advances of any kind.
B. Items or services for personal use.
C. Alcoholic beverages.
D. Purchases restricted by other policies or guidelines. (Ord. 599 §4, 2021; Ord. 302 1996)
2.72.050 Reporting credit card charges.
After using the credit card for an approved purchase, the card holder shall obtain a receipt and submit it to the department head. The department head will code the receipt and forward it within three working days to the clerk. Town credit card bills shall be forwarded to the council for review. The clerk will pay properly coded and submitted charges on a monthly basis. (Ord. 599 §5, 2021; Ord. 302 §5, 1996)
2.72.060 Use of card for unauthorized charges.
Any charges against the purchasing charge card not properly identified on the credit card report or not properly allowed following a post audit shall be paid by the individual by check, U.S. currency, or salary deduction within ten days of the charge being determined to be unauthorized. If, for any reason, disallowed charges are not repaid before the charge 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 individual who used the credit card up to an amount of the disallowed charges and all fees, costs, and charges by the credit card company. The mayor shall have the authority to revoke use of any credit card issued. (Ord. 599 §6, 2021; Ord. 302 §6, 1996)