RESOLUTION 2005 - 40
(Amendments to Resolution 1995-20, Resolution 1996-22, Resolution 2002-46, Resolution 2005-23 to add a Skamania County Commissioner’s Office Credit Card to the 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, Resolution 2002-46 and Resolution 2005-23; and
WHEREAS, the Board believes that the Skamania County Commissioners Office and staff frequently travel outside of the County on County business and frequently need a credit card for travel expenses and to purchase travel tickets and make lodging payments and deposits;
WHEREAS, the Board of Commissioners believes employees should not have to use their personal credit card for expenses related to county travel when the county’s travel card is not available;
NOW, THEREFORE, BE IT RESOLVED that the Skamania County Board of Commissioners amends Resolution 1995-20, Resolution 1996-22, Resolution 2002-46 and Resolution 2005-23 by adding the following new section to the Credit Card Policy:
5. SKAMANIA COUNTY COMMISSIONERS OFFICE CREDIT CARD
A. Skamania County shall contract with Riverview Community Bank for one VISA credit card account with a limit of $2,500.00. Riverview Community Bank shall submit the bill for the VISA card to the Skamania County Commissioners’ Office.
B. The card may be used by the Commissioners or, if authorized in writing by a Commissioner, employees of the Commissioner’s Office for the purpose of covering expenses incidental to authorized travel.
C. The cards shall not be used for cash advances.
D. The Chair of the Board of Commissioners shall be responsible for administering the use of the VISA card assigned to the Commissioners’ Office as follows:
1. Except when being used by an authorized employee, the cards shall remain in the possession of the Chair or his/her designee.
2. Any authorized employee requesting to use the Commissioners’ Office VISA card shall make a request to the Chair 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 Chair or his/her designee when the card is returned.
3. Within 30 days of the billing date, the Commissioner 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 Commissioner or employee by check, United States Currency, or salary deduction.
4. The Commissioners’ Office shall attach the original VISA receipts to the Visa bill and voucher for payment. The Commissioners’ 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 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 Commissioner 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.
E. The Skamania County Commissioners and employees of the Commissioners’ Office shall continue to use the County’s Advanced Travel Fund when practical and reserve sufficient credit for use in emergency travel situations.
PASSED IN REGULAR SESSION this ___ day of ___________ 2005.