2153RESOLUTION NO.2153
A RESOLUTION ESTABLISHING A POLICY FOR THE USE OF CITY CREDIT
CARDS,INCLUDING DISTRIBUTION,AUTHORIZATION ANDCONTROLOF
FUNDS CREDIT LIMITS AND PROCEDURES
RECITALS:
1.The City of Moses Lake finds that theuseofcredit cards isa customary and economical business
practice to improve cash management,reduce costs,and increase efficiency.
w'2. The City of Moses Lake strives to perform all functions in anefficient and cost effective manner.
3. TheWashington state legislature passedRCW43.09.2855 allowing local governments touse
credit cards forofficial purchases.
4.RCW 43.09.2855 requires the city toestablish a policy outlining distribution,authorization,and
control of funds, credit limits,and procedures for use of such creditcards.
RESOLVED:
1.City departments are authorized touse credit cards for official government purchases and acquisi
tions.The purchasing card istobe usedwhena purchase order cannot be used andanopen
charge account is not available.
2. The City Manager orhisdesignee shall determine and approve assignmentanduse of credit
cards. The credit limit on each card will be set perauthorized agreement with issuing bank.
3. Creditcards may be used forthe following purchases:
A.Fuel,supplies, and equipment - only ifa purchase ordercannot be issued oran open
chargeaccountis notavailable.Charges for suppliesandequipment shall notexceed
$250 per item without the approval of the City Manager or his designee.
B.Registrations.
C. Travel and/ortraining expenses.
D.Other items specifically authorized by the City Manager or his designee.
4.The following uses are not authorized credit card purchases or uses:
A.Cash advances of any kind.
B.Payment of invoices or statements.
5. After using the credit card for an approved purchase the department director will code the receipt
and forward itwithin three (3) working days to the Finance Director.City credit card billsshall be
forwarded to the Finance Directorfor review.The Finance Directorwill pay all properly coded and
submitted charges on a monthly basis.
6. Any charges againstthe purchasing charge card not properly identified on the creditcardreportor
not properly allowed following a postauditshallbe paid by the employee by check,U.S.currency,
orsalarydeduction.If,for any reason,disallowed charges are not repaid before the charge card
billing isdue and payable,the city shall have a prior lien againstand a right to withhold any and all
funds payableorto become payableto the official or employee up to an amount of the disallowed
chargesand interest atthe same rate as charged bythe company which issuedthe charge card.
The city shall have unlimited authority torevokeuse ofany charge card issued,and,uponsuch
revocation orderbeing delivered to the chargecardcompany,shall notbe liable for any costs.
Adopted by the City Council on December 15,1998.
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ATTEST:layor
Hnance Director