RESOLUTION 2002 – 46
(Amendments to Resolution 1995-20 and Resolution 1996-22
to change various uses and limits of Skamania County’s Credit Card Policy)
WHEREAS, the Skamania County Board of Commissioners adopted Resolution 1995-20 to establish a credit card policy for Skamania County and amended said resolution by Resolution 1996-22; and
WHEREAS, the Board believe that the limits on the current credit cards are not sufficient to efficiently conduct Skamania County business; and
WHEREAS, the Board of Commissioners has found that lodging (hotels/motels) and transportation tickets (airlines, buses, trains, etc.) require a credit card to either reserve or pay in advance; and
WHEREAS, the Board of Commissioners believes employees should not have to use their personal credit for expenses related to county travel;
NOW, THEREFORE, BE IT RESOLVED by the Skamania County Board of Commissioners amends Resolution 1995-20 and Resolution 1997-22 as follows:
A1. Skamania County shall contract with First Independent Bank for two VISA credit cards with a limit of $1,0002,500.00 credit per card.
B2. These cards may be used by County department heads, elected officials, or other employees authorized in writing by the department head or elected official for official government purchases and acquisitions, including
1. Supplies
2. Small tools and equipment
3. Capital equipment (over $3001,000.00 in value or as the capital equipment value is hereafter amended) approved by budget or authorization of the Board of Commissioners, except if the law requires the County to purchase such equipment by bid process.
C3. The cards shall not be used for travel expenditures or cash advances. If requested, funds for County business travel, may be provided in advance to employees and elected officials from the Advanced Travel Fund.
2. TRAVEL CREDIT CARD
A. Skamania County shall contract with First Independent Bank for one VISA credit card with a limit of $5,000.00.
B. This card may be used by County department heads, elected officials, or other employees authorized in writing by the department head or elected official for the following travel purposes for official county business only:
1. Purchase transportation tickets for airlines, trains, buses, and other transportation modes.
2. Required lodging deposits
3. Balance of payment for lodging when the lodging establishment will not bill the county for services and only after the service is received.
3. ADMINISTRATION OF CREDIT CARDS
The Auditor shall be responsible for administering the use of the three cards listed above by County employees and elected officials:
A.. Except when being used by an employee or elected official to make an authorized purchase, the cards shall remain in the possession of the Auditor or his designee.
B. Any department head, elected official, or other authorized employee requesting to use a County VISA card shall make a request to the Auditor and shall sign for receipt and return of the card. A copy of the receipt for purchase shall be submitted to the Auditor when the card is returned.
C. First Independent Bank shall submit the bill for the VISA card to the County Auditor. Upon receipt, the Auditor shall send copies of the billing to each department making charges on a card during the billing period.
D. Departments shall attach their original VISA receipt and a copy of the bill to a voucher for payment. Departments shall be responsible for promptly vouchering the VISA billing. The County will not tolerate interest charges on VISA billings due to failure of departments to submit the voucher in a timely manner. Failure to request payment on time may result in loss of privilege to use the credit card.
E. The Auditor may establish other administrative procedures for credit cards needed to maintain reasonable internal controls.
4. FUEL CREDIT CARDS
A. The use of various Voyager fFuel credit cards and county fuel station cards by County employees and officials to purchase fuel when driving county-owned or leased vehicles shall continue to be authorized
B. Director of Public Works shall administer the fuel cards and provide the county fuel station cards and the Voyager Fuel Cards to county employees upon written approval of the department head or elected official.
C. The credit limit for a fuel card shall not exceed $2,500.00.
5. SKAMANIA COUNTY SHERIFF’S OFFICE CREDIT CARDSCredit cards for the Skamania County Sheriff's Office:
A1. Skamania County shall contract with First Independent Bank for two VISA credit cards with a limit of $1,250.002,500.00 credit per card. First Independent Bank shall submit the bill for the VISA card to the Skamania County Sheriff's Office.
B.2. The cards may be used by the Sheriff or, if authorized in writing by the Sheriff, employees of the Sheriff's Department for the purpose of covering expenses incidental to authorized travel.
C3. The cards shall not be used for cash advances.
D4. The Sheriff shall be responsible for administering the use of the two cards assigned to the Sheriff's office as follows:
1A. Except when being used by an authorized employee, the cards shall remain in the possession of the Sheriff or his designee.
2B. Any authorized employee requesting to use a Sheriff's Department VISA card shall make a request to the Sheriff or his designee and shall sign for receipt and return of the card. A copy of any receipts for purchases shall be submitted to the Sheriff when the card is returned.
3C. Within 30 days of the billing date, the officer or employee using a charge card issued under this section shall submit a fully itemized travel expense voucher. 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 official or employee by check, United States Currency, or salary deduction.
4D. The Sheriff's Department shall attach the original VISA receipts to the Visa bill and voucher for payment. The Sheriff's Department 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.
5E. If for any reason, disallowed charges are not repaid before the charge chard 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 First Independent Bank. Any official 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 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.
E.5. The Sheriff and employees of the Skamania County Sheriff's Office shall continue to use the Sheriff's Department Advanced Travel Fund when practical and reserve sufficient credit for use in emergency travel situations.
6. PERSONAL USE OF CREDIT CARDS PROHIBITED
Credit cards approved by this policy may only to be used for authorized County-related business expenses. Personal charges on the credit cards are not permitted.
PASSED IN REGULAR SESSION this 16th day of September, 2002.