Ordinance 03-030 Adopts System for Issuance & Use of Credit Cards CITY OF SPOKANE VALLEY
SPOKANE COUNTY, WASHINGTON
ORDINANCE NO. 30
AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, WASHINGTON
ADOPTING A SYSTEM FOR THE ISSUAiNCE, 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 43.09.2855 and RCW 42.24.115 authorize the use of credit cards for
governmental purchases and 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 o.fobtaining credit from the issuer.
Section 2. 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 Finance Director 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 or
designee, City employees may obtain credit cards from the Finance Director 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 Finance Director. 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.
4. Payment of Bills. The Finance Director shall establish a procedure for the
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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 in accordance with the City Travel Policies and Procedures. 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 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 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_aj day of January, 2003.
Mayor, Michael DeVlemi g
ATT " T.
Air (7274/26..t/
Interim City Clerk, Ruth Muller
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Approved As To Form:
1�� .r
I'+ City ' ∎rn o r, Stanley . Schwartz
D. , of Publicatio : /ryvu.1, Z 7 7o63
Effective Date: /c20
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F:lemail attachmcntslordinance No.30,credit card use.doc