RESOLUTION 2007-46
(Amending Resolution 2006-20 and 2007-06 Authorizing
WHEREAS, RCW 39.58 AND 42.24.115 authorizes the use of credit cards for municipalities and political subdivisions (RCW 39.58 and 42.24.115); and
WHEREAS, the Board of Commissioners believes employees should not have to use their personal credit card for expenses related to County business; and
WHEREAS, the Skamania County Board of Commissioners believes it is in the best interest of the County to amend the current credit card policy for
1) To add two additional Credit Cards for Community Events and Recreation; and
2) To add two additional Credit Cards for Planning and Community Development; and
NOW, THEREFORE, BE IT RESOLVED that the Skamania County Board of Commissioners hereby adopts an amended credit card policy as follows:
7.
A.
B. The card may be used by the Community Events and Recreation Director or, if authorized in writing by the Director, employees of the Community Events and Recreation Office for the purpose of covering expenses incidental to authorized travel, and for official government purchases and acquisitions for the Community Events and Recreation Office, including but not limited to;
1. Supplies; and
2. Services such as driver’s license, background, and credit checks; filing and recording fees; printing and binding; laundry, and tuition; and
3. Purchase, repair and maintenance of small tools and equipment; and
4. Purchase of meals, transportation tickets for airlines, trains, buses, taxis, shuttles, and other transportation modes including vehicle rental and parking; and
5. Lodging, including securing a room; and
6. Registrations.
C. With the approval of the Director of Community Events and Recreation or his/her designee, the card may be used by Buildings and Grounds, Swim Pool, Cooperative Extension and Fair, for facilities and recreation programs for expenses related to a county facilities and recreational program activities.
D. The cards shall not be used for cash advances
E. The Director of Community Events and Recreation or his/her designee shall be responsible for administering the use of the VISA card assigned to the Community Events and Recreation Office as follows:
1. Except when being used by an authorized employee, the cards shall remain in the possession of the Director or his/her designee.
2. Any authorized employee requesting to use the Community Events and Recreation Office VISA card shall make a request to the Director of Community Events and Recreation or his/her designee and shall sign for receipt and return of the card. A copy of any receipts for purchases shall be submitted to the Director of Community Events and Recreation or his/her designee when the card is returned.
3. Within 30 days of the billing date, the Director of Community Events and Recreation or employee using the charge card issued under this section shall submit a fully itemized travel expense voucher for travel, or original invoices and voucher for payment of other uses. Any charges against the charge card not properly identified on the travel expense voucher or not allowed following the audit required under RCW 42.24.080 shall be paid by the Community Events and Recreation Director or employee by check, United States Currency, or salary deduction.
4. The Community Events and Recreation Office shall attach the original VISA receipts to the Visa bill and voucher for payment. The Community Events and Recreation Office shall be responsible for promptly vouchering the VISA billing. The County cannot legally pay and will not tolerate interest charges on VISA billings due to failure of the department to submit the voucher in a timely manner.
5. If for any reason, disallowed charges are not repaid before the charge card billing is due and payable, Skamania County shall have a prior lien against and a right to withhold any and all funds payable to the official or employee up to the amount of the disallowed charges and interest at the same rate as charged by Riverview Community Bank. Any Community Events and Recreation Director or employee who has been issued a charge card by Skamania County shall not use the card if any disallowed charges are outstanding and shall surrender the card upon demand of the County Auditor. Skamania County shall have unlimited authority to revoke the use of any charge card issued under this section, and, upon such revocation order being delivered to the charge card company, shall not be liable for any costs.
6. The Skamania County Community Events and Recreation Director and employees of the Community Events and Recreation, Buildings and Grounds, Swim Pool, and Fair Offices may continue to use the County’s Advanced Travel Fund.
8. SKAMANIA COUNTY PLANNING AND COMMUNITY DEVELOPMENT OFFICE CREDIT CARD
A.
B. The card may be used by the Planning and Community Development Director or, if authorized in writing by the Director, employees of the Planning and Community Development Office for the purpose of covering expenses incidental to authorized travel, and for official government purchases and acquisitions for the Planning and Community Development Office, including but not limited to;
1. Supplies; and
2. Services such as driver’s license, background, and credit checks; filing and recording fees; printing and binding; laundry, and tuition; and
3. Purchase, repair and maintenance of small tools and equipment; and
4. Purchase of meals, transportation tickets for airlines, trains, buses, taxis, shuttles, and other transportation modes including vehicle rental and parking; and
5. Lodging, including securing a room; and
6. Registrations.
C. The cards shall not be used for cash advances.
D. The Director of Planning and Community Development or his/her designee shall be responsible for administering the use of the VISA card assigned to the Planning and Community Development Office as follows:
1. Except when being used by an authorized employee, the cards shall remain in the possession of the Director or his/her designee.
2. Any authorized employee requesting to use the Planning and Community Development Office VISA card shall make a request to the Director of Planning and Community Development or his/her designee and shall sign for receipt and return of the card. A copy of any receipts for purchases shall be submitted to the Director of Planning and Community Development or his/her designee when the card is returned.
3. Within 30 days of the billing date, the Director of Planning and Community Development or employee using the charge card issued under this section shall submit a fully itemized travel expense voucher for travel, or original invoices and voucher for payment of other uses. Any charges against the charge card not properly identified on the travel expense voucher or not allowed following the audit required under RCW 42.24.080 shall be paid by the Planning and Community Director or employee by check, United States Currency, or salary deduction.
4. The Planning and Community Development Office shall attach the original VISA receipts to the Visa bill and voucher for payment. The Planning and Community Development Office shall be responsible for promptly vouchering the VISA billing. The County cannot legally pay and will not tolerate interest charges on VISA billings due to failure of the department to submit the voucher in a timely manner.
5. If for any reason, disallowed charges are not repaid before the charge card billing is due and payable, Skamania County shall have a prior lien against and a right to withhold any and all funds payable to the official or employee up to the amount of the disallowed charges and interest at the same rate as charged by Riverview Community Bank. Any Planning and Community Development Director or employee who has been issued a charge card by Skamania County shall not use the card if any disallowed charges are outstanding and shall surrender the card upon demand of the County Auditor. Skamania County shall have unlimited authority to revoke the use of any charge card issued under this section, and, upon such revocation order being delivered to the charge card company, shall not be liable for any costs.
6. The Skamania County Planning and Community Development Director and employees of the Planning and Community Development Office may continue to use the County’s Advanced Travel Fund.
77. ACCOUNTS REQUIRING CREDIT CARDS
Application for accounts that issue a credit card for purchase must be approved under separate resolution of the Board of Commissioners.
88. PERSONAL USE OF CREDIT CARDS PROHIBITED
A. Credit cards approved by this policy may only be used for authorized County-related business expenses. Personal charges on the credit cards are not permitted.
PASSED IN REGULAR SESSION this 18th day of December, 2007.