Ordinance 15-021 Credit Accounts CITY OF SPOKANE VALLEY
SPOKANE COUNTY,WASHINGTON
ORDINANCE NO. 15-021
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON, AMENDING CHAPTER 2.65 SPOKANE VALLEY MUNICIPAL CODE
RELATING TO ESTABLISHMENT AND USE OF CREDIT ACCOUNTS; AND OTHER
MATTERS RELATING THERETO.
WHEREAS,Title 39 RCW authorizes a city to adopt policies and procedures within its jurisdiction
for contracting and purchasing, including the use of credit accounts; and
WHEREAS,the City of Spokane Valley previously adopted provisions to provide for use of credit
cards, codified in chapter 2.65 Spokane Valley Municipal Code(SVMC); and
WHEREAS, following an extensive analysis and reorganization of all City SVMC and
administrative provisions relating to purchasing, and in furtherance and contemplation of substantial
revisions to the SVMC relating to purchasing, the City has determined that it is appropriate and necessary
to revise the SVMC provisions relating to use of credit cards to include provisions for credit accounts and
to increase efficiency for both staff and the public with which the City contracts while utilizing credit cards
and credit accounts.
NOW THEREFORE, the City Council of the City of Spokane Valley, Washington, ordains as
follows:
Section 1. Intent. The City of Spokane Valley declares that the intent of this Ordinance is to amend
chapter 2.65 SVMC relating to credit cards and credit accounts.
Section 2. Amending chapter 2.65 SVMC. Chapter 2.65 SVMC is amended as follows:
2.65.010 Definitions.
A. As used in this chapter, 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 this chapter,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 this chapter,the term"City Manager"means the City Manager or designee.
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.
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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 $10,000 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.
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
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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 $10,000 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.
Section 3. Severability. If any part of chapter 2.65 SVMC is declared unenforceable, invalid, or
unconstitutional, such unenforceability, invalidity,or unconstitutionality shall not affect the enforceability,
validity, or constitutionality of the remainder.
Section 4. Effective Date. This Ordinance shall become effective on May 1, 2016, before which the City
shall publish the Ordinance, or a summary thereof, in the official newspaper of the City.
Adopted this 18th day of November, 2015.
City of Spokane Valley
Dean Grafos,Mayor
ATT ST
Christine Bainbridge, City Clerk
Approved as to Form:
111C)
Office. f the City Attorney
Date of Publication: // '22 2--A)/.5.-
Effective Date: May 1, 2016
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