Ordinance 03-008 Adopts System for Issuance & Use of Credit Cards ORDINANCE NO. 8
CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, WASHINGTON
ADOPTING A SYSTEM FOR THE ISSUANCE, USE AND CONTROL OF CREDIT
CARDS BY CITY OFFICIALS AND EMPLOYEES INCLUDING AUTHORITY TO
ADOPT RULES AND PROCEDURES REASONABLY RELATED THERETO.
WHEREAS, the City Council finds the use of credit cards allows for the efficient
operation of the City when purchasing goods, supplies and other items from vendors, as well as,
charging expenses incident to authorized travel; and
WHEREAS. RCW 4109.2855 and RCW 42.24.115 authorized the use of credit cards for
governmental purchases and acquisitions, as well as, expenses incident to authorized travel
provided the City adopts a system relating to the distribution, authorization, credit limits,
payment and control of the use of such credit cards.
NOW, THEREFORE, the City Council of the City of Spokane Valley, Washington, do
ordain as follows:
Section 1. Definitions. As used in this ordinance, the term "credit card" means a
card or device issued under an arrangement pursuant to which the issuer [credit card company]
gives to the card holder [the City] the privilege of obtaining credit from the issuer.
Section 2. Approval of Use of Credit Cards. The City of Spokane Valley City
Council hereby approves the use of credit cards by the City Council, City Manager, City Finance
Director, and other individuals designated by the City Manager for the purchase of various items
for use by the City of Spokane Valley and the payment of necessary and reasonable educational
and travel expenses of officials and employees.
Section 3. 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 or designee 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 officials and employees may obtain credit cards from the City Finance Director who shall
maintain a ledger of the individual receiving the credit card including the date the card was
received. The Finance Director shall implement accounting controls to insure the proper use of
credit cards and credit card funds.
3. Credit Limits. The credit limit shall not exceed $3,000.00 per card.
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4. Payment of Bills. The City Finance Director 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 is 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 a itemized travel expense voucher with
credit card receipts. If certain credit charges are disallowed as a result of audit or City policy,
such charge must 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 charge card issued and
immediately require the surrender of the credit card. The City Manager may deliver a revocation
order to the charge card company with the City not being liable for any future costs incurred
after the date of revocation.
D. The City Manager is authorized to adopt any additional rules or policies necessary
to implement the provisions of this ordinance.
Section 4. Severability. l:f 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 5. Effective Date. This Ordinance shall be in full force and effect on the
official date of incorporation provided publication of this Ordinance or a summary thereof occurs
in the official newspaper of the City as provided by law.
PASSED by the City Council this fD day of Dece • .er, 2002.
1%k
Mayor, M chael De emin_
ATTEST:
Interim City Clerk, Ruth Muller
APPROVED AS TO FORM:
i
'V"City 17, Stanley . Sc wartz
Date of Publication:
Effective Date:
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