574 Use Credit CardsCITY OF YELM
ORDINANCE NO. 574
AN ORDINANCE RELATING TO THE USE OF CREDIT CARDS BY LOCAL
GOVERNMENT FOR OFFICIAL GOVERNMENT PURCHASES AND
ACQUISITIONS, AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the City of Yelm finds that the use of credit cards
is a customary and economical business practice to improve cash
management, reduce costs, and increase efficiency; and
WHEREAS, the City of Yelm strives to perform all functions in
an efficient and cost effective manner; and
WHEREAS, the State Legislature has enacted legislation which
requires that any city which contracts for the issuance and use of
credit cards must adopt a system for the distribution,
authorization, credit limits, payment and control of such credit
cards; NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF YELM, WASHINGTON, does hereby
ordain as follows:
Section 1. Authorization to use credit cards for
purchases. City Departments of the City of Yelm, Washington are
authorized to use credit cards for official government purchases
and acquisitions. The purchasing card is to be used when a
purchase order cannot be used and an open charge account is not
available.
Section 2. Application. The Chief Administrative Officer,
City Council Financial Liaison, or his/her designee shall determine
and approve assignment and use of credit cards. The credit limit
on each card will be set at $3,500.
Section 3. Approved uses for credit card purchases. Credit
cards may be used for the following purchases:
(1) Fuel, supplies and equipment - only if a purchase order
cannot be issued or an open charge account is not
available. Charges for supplies and equipment shall not
exceed $250.00 per item without the approval of the Chief
Administrative Officer, City Council Financial Liaison,
or his/her designee.
(2) Registrations
(3) Travel and/or training expenses
City of Yelm Ordinance No. 574
ab\ord.96\crdtcard.574 Page 1
(4) Other items specifically authorized b
Administrative Officer, City Council FinancialhLiaisonf
or his/her designee.
Section 4. Purchasing restrictions. The following uses
are not authorized credit card purchases or uses:
(1) Cash advances of any kind
(2) Payment of invoices or statements
Section 5. Reporting credit card char es.
credit card for an approved g After using the
the receipt and forward purwithin threep working h dayslto cthe
Treasurer. City credit card bills shall be forwarded to the City
Council Financial Liaison for review. The Treasurer will pay all
properly coded and submitted charges on a monthly basis.
Section 6. Use of card for unauthorized charges. pn
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 employee by check, U.S. currency, or
salary deduction. If, for any reason, disallowed charges are not
repaid before the charge card billing is due and payable, the City
shall have a prior lien against and a right to withhold any and all
funds payable or to become payable to the official or employee up
to an amount of the disallowed charges and interest at the same
rate as charged by the company which issued the charge card. The
City shall have unlimited authority to revoke use of any charge
card issued, and, upon such revocation order being delivered to the
charge card company, shall not be liable for any costs.
Section 7. Effective Date. This ordinance shall be in
full force and effect five days following passage, approval and
publication.
.~ ,,
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` ~ ,~ ~'
Kat Yyn M. ~ olf, Mayor l
Attest
~~ ~~
h ~~'~l ~ i ~z~'~.L%~2nu'
Agnes P. Bennick, City Clerk
PASSED and APPROVED: January 24, 1996
PUBLISHED: February 1, 1996
EFFECTIVE DATE: February 7, 1996
City of Yelm Ordinance No. 574
ab\ord.96\crdtcard.574
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