Ordinance 32760006.900000
WSS /gjz
09/27/99
ORDINANCE NO. 3276
AN ORDINANCE OF THE CITY OF EDMONDS,
WASHINGTON, AMENDING THE PROVISIONS OF THE
EDMONDS CITY CODE, SECTION 3.04.080 CREDIT CARDS
TO INCORPORATE RECENT AMENDMENTS TO STATE
LAW, UPDATING CITY POLICY, AND FIXING A TIME
WHEN THE SAME SHALL BECOME EFFECTIVE.
WHEREAS, the State Legislature recently amended the provisions of RCW
43.09.285 relating to the use of credit cards by governmental entities; and
WHEREAS, the City Council deems it appropriate to incorporate these revisions
into its ordinance regarding credit card use, NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF EDMONDS, WASHINGTON, DO
ORDAIN AS FOLLOWS:
Section 1. The Edmonds City Code Section 3.04.080 Credit Cards is hereby
amended to read as follows:
3.04.080 Credit Cards.
In accordance with the provisions of RCW 43.09.285 as the same
exists or is hereafter amended authorizing political subdivisions to
use credit cards for official government business, the Finance
Director is hereby authorized to obtain credit cards from the City's
designated official bank with an individual per -card limit of Two
Thousand Dollars and an aggregate credit limit on all cards of Fifty
Thousand Dollars. The Mayor and her designee, the Finance
Director, shall establish rules and procedures regarding the use of
credit cards by City employees for costs associated with official
City business.
Section 2. Effective Date. This ordinance, being an exercise of a power specifi-
cally delegated to the City legislative body, is not subject to referendum, and shall take effect
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five (5) days after passage and publication of an approved summary thereof consisting of the
title.
ATTEST /AUTHENTICATED:
WW"�
CLERK, CITY D•. S. CHASE
APPROVED AS TO FORM:
OFFICE OF THE CI ATTORNEY:
BY
FILED WITH THE CITY CLERK:
PASSED BY THE CITY COUNCIL:
PUBLISHED:
EFFECTIVE DATE:
ORDINANCE NO. 3276
APPROVED:
MAYOR, BARBARA S. FAHEY
10/01/1999
10/05/1999
10/14/1999
10/19/1999
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`'•z<:.`: '?:° CITY OF EDMONDS
POLICIES AND PROCEDURES
Subject: Employee Credit Card Use for Travel Original Policy Date: January 1, 2000
Originating Department: Finance Division Last Revision Date:
Approved By: Peggy M. Hetzler, Director, Administrative Services
Policy
The City of Edmonds finds that the use of credit cards for specific, travel - related purchases is a
customary and economical business practice, particularly when use of the City's purchasing
system is not possible or practical. Credit card use is intended to improve cash management,
reduce costs, and increase efficiency. Additionally, City officials and employees authorized to
use credit will have job responsibilities that are facilitated by credit card use and credit card use
will benefit the City.
Policy Statement
To ensure proper credit card use by City officials and employees, the Finance Director shall
implement and maintain the following system for credit card distribution, authorization and
control, credit limits, and bill payment. The Finance Director is authorized, subject to the
approval of the Finance Committee, to revise, delete, or adopt additional policies and
procedures necessary to maintain appropriate conditions of credit card use.
Definition
"Credit card" means a card or device issued under an arrangement whereby the issuer gives the
cardholder the privilege of obtaining credit.
Departments Affected
All.
D:ProcImprvmt:Pol &Pro
Procedure
A. Account Set -Up
Each City department will have separate credit accounts. The Finance Director
establishes each department's credit card account with the City's designated official
bank.
B. Distribution
Department directors determine the number of cards issued per account. As a general
rule, card recipients are division managers. Anticipated use and frequency of travel is
also a consideration in credit card distribution. Obtaining a credit card does not
indicate pre - approval of expenses.
C. Credit Limit
The credit limit, established by City ordinance, will not exceed $2,000 for any one
credit card, nor shall the aggregate credit limit for all cards issued exceed $50,000.
Any credit limit increases must be approved by the City Council.
D. Authorization and Control
Department directors are responsible for the distribution and tracking of each credit
card issued to his /her department.
E. Bill Payment
Monthly statements are sent directly to each department. Each department has an
established system of receipt collection. A purchase order, with appropriate receipts
and BARS coding attached, is prepared for the total amount of the current statement.
Payment of any disallowed charges are processed as stated in Section H.
Prior to payment, the Audit Committee will review each purchase order for
appropriateness of purchase(s).
F. Annual Fees
Annual fees will by paid by the department to which the credit cards are issued.
G. Eligible Expenditures
As a rule, eligible expenditures include registrations, travel, and living costs incurred by
the employee while away from the City and expenses incurred within the City
necessitated by City business (see policy and procedure on Travel for details). Other
expenses include gas and provisions for public safety vehicles during off - business
hours.
H. Unauthorized Charges
Personal charges may not be made with a City credit card. Any charges that are not
properly identified, allowed, or appropriate to City or State policies or regulations shall
be paid immediately and prior to the charge -card billing due date. Reimbursement will
be by cash, check, or payroll deduction. Failure to do so will render the employee
personally liable for the unpaid amount plus interest and /or any fees at the rate
charged by the issuing bank. Such unauthorized charges shall constitute a lien
against all amounts owed by the City to the user of the card until paid in full.
DTrocImprvmt:Pol&Pro
Employees issued a credit card under this policy shall first sign an acknowledgement
of this policy and the authorized uses of the card. The employee shall also agree, in
writing, to allow the City to withhold and deduct from the employee's wages /salary all
amounts owed the City by the employee due to unauthorized charges and any interest
incurred thereon.
If an employee is responsible for charges, and the timing of the payment may result in
interest and /or late fees, the Finance Director must be informed immediately. The City
of Edmonds will not, and cannot, pay interest and /or penalties on any credit card. .
An employee with a demonstrated history of charge card misuse may be barred by the
Mayor, Finance Director, or Department Director, as appropriate, from using any City
credit cards.
I. Cash Advances
Cash advances on City credit cards are prohibited.
J. Lost or Stolen Card
A lost or stolen credit card must be reported as soon as its absence is noticed to the
Finance Division.
References
Substitute Senate Bill 5370, RCW Chapter 42.24 and RCW Chapter 39.58.
D:ProcImprvmt:Po1 &Pro
SUMMARY OF ORDINANCE NO. 3276
of the City of Edmonds, Washington
On the 5h day of October, 1999, the City Council of the City of Edmonds, passed
Ordinance No. 3276. A summary of the content of said ordinance, consisting of the title,
provides as follows:
AN ORDINANCE OF THE CITY OF EDMONDS, WASHINGTON, AMENDING THE
PROVISIONS OF THE EDMONDS CITY CODE, SECTION 3.04.080 CREDIT CARDS TO
INCORPORATE RECENT AMENDMENTS TO STATE LAW, UPDATING CITY POLICY,
AND FIXING A TIME WHEN THE SAME SHALL BECOME EFFECTIVE.
The full text of this Ordinance will be mailed upon request.
DATED this 6`h day of October, 1999.
CITY CLERK, SANDRA S. CHASE
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STATE Or WASHINGTON,
couNTY Or SNOHOyISH,
SUMMARY OF ORDINANCE
N 76
of the City of monds,
Washington
On the 51h day of October,
1999, the City Council of the City
of Edmonds, passed Ordinance
No. 3276. A summary of the
content of said ordinance, con-:
sisting of the title, provides as ,
follows:
AN nRniNANCG nF TWF rITVI
iOF THE EDMONDS CITY
CODE, SECTION 3.04.080
_EED ARDS TO INCORPO
y TOT STATE NLAW, UPDATING'',
CITY POLICY, AND FIXING As
TIME WHEN THE SAME SHALL',
,BECOME EFFECTIVE.
The full text of this Ordinance>
will be mailed upon request.
DATED this 6th day of
October, 1999.
CITY CLERK,
SANDRA S. CHASE
Published: October 14, 1999.
B -2 -1
ss.
Affidavit of Publication
RECEIVEr
OCT 2 01999
EDMONDS CITY C; .
The undersigned, being first duly sworn on oath deposes and says
that she is Principal Clerk of THE HERALD, a daily newspaper
printed and published in the City of Everett, County of Snohomish,
and State of Washington; that said newspaper is a newspaper of
general circulation in said County and State; that said newspaper
has been approved as a legal newspaper by order of the Superior
Court of Snohomish County and that the notice ......... ...............................
Summary..of ... Ordinance No.. 3276
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a printed copy of which is hereunto attached, was published in said
newspaper proper and not in supplement form, in the regular and
entire edition of said paper on the following days and times, namely:
October 14, 1999
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t
anl th t said newspaper was regu ar y dis ibuted to its subscribers
all of said perid'd' -1
........... ........ ............................... ...........................
Principal Clerk
Subscribed and sworn to before me this ..........14th ............
October .................. �.. / .................... 19...99.
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Notary Public in aq t of ashin .. ton,
residing at Ever't, bo 6P
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