Ordinance 23-002 amends 2.65 CITY OF SPOKANE VALLEY
SPOKANE COUNTY,WASHINGTON
ORDINANCE NO. 23-002
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY,
WASHINGTON,AMENDING SPOKANE VALLEY MUNICIPAL CODE
CHAPTER 2.65 RELATING TO CREDIT ACCOUNTS AND CREDIT CARDS,
AND OTHER MATTERS RELATING THERETO
WHEREAS, the City strives to balance efficiency and proper oversight of City funds through its
purchase order procedure; and
WHEREAS, credit accounts and credit cards are currently utilized for the purchase of goods,
equipment, and supplies; and
WHEREAS,the credit account and credit card thresholds of$10,000 were established in 2015 and
an increase in the credit threshold to$25,000 would keep pace with City operations while also maintaining
responsible oversight of spending; and
NOW THEREFORE the City Council of the City of Spokane Valley, Spokane County,
Washington, ordains as follows:
Section 1. Purpose. The purpose of this Ordinance is to increase the credit account limit
using credit cards from $10,000 to $25,000 for the purchase of such goods, equipment, and supplies with
outside entities.
Section 2. Chapter 2.65 Spokane Valley Municipal Code is hereby 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.
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.
Ordinance 23-002 Credit Card Use Page 1 of 3
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.
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.
Ordinance 23-002 Credit Card Use Page 2 of 3
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 section, sentence, clause, or phrase of this Ordinance should
be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or
phrase of this Ordinance.
Section 4. Effective Date. This Ordinance shall become effective five days after publication
of the ordinance, or a summary thereof, in the official newspaper of the City.
Adopted this 17th day of January,2023.
ATTEST: CITY OF SPOKANE VALLEY
,44
t. 11) k Qc4c\-- Utd>
Christine Bainbridge, City Clerk Pam Haley,Mayor
Approved as to Form:
7\
Office c� the City orney
Date of Publication: 01/27/2023
Effective Date: 02/01/2023
Ordinance 23-002 Credit Card Use Page 3 of 3