RESOLUTION 2006-20
(Rescind Resolutions 1995-20, Resolution 1996-22, Resolution 2002-46, Resolution 2005-23, Resolution 2005-40 and adopt new policy for Authorizing Use of Credit Cards for Certain County Purchases and Travel expenditures)
WHEREAS, RCW 39.58
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 establish a credit card policy for Skamania County that authorizes the use of credit cards under limited conditions for travel related expenses and for other official governmental purchases and acquisitions where the County does not have an account; and
WHEREAS, Riverview Community Bank carries VISA credit card accounts which payments may be made directly to their financial institution, which helps ensure the County’s ability to make timely payments without incurring late fees; and
NOW, THEREFORE, BE IT RESOLVED that the Skamania County Board of Commissioners hereby adopts a credit card policy with limits as follows:
1. GENERAL USE CREDIT CARDS
A.
B. 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; and
1. Supplies; and
2. Small tools and equipment; and
3. Capital equipment (up to $2,500 in value) approved by budget or authorization of the Board of Commissioners, except if the law requires the County to purchase such equipment by bid process.
C. 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 or the General Use Travel Card may be used, as long as there is sufficient balance available.
2. GENERAL USE TRAVEL CREDIT
A.
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 purpose of covering expenses incidental to authorized travel including but not limited to the following travel purposes for official County business: and
1. Purchase meals, transportation tickets for airlines, trains, buses, taxis, shuttles, and other transportation modes including vehicle rental and parking; and
2. Required lodging deposits; and
3. Balance of payment for lodging when the lodging establishment will not bill the County for services and only after the service is received; and
4. Registrations.
C. The cards shall not be used for cash advances.
3. ADMINISTRATION OF GENERAL USE CREDIT CARDS
A. The Auditor shall be responsible for administering the use of the three General Use credit cards listed above by County employees and elected officials:
1. 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.
2. Any department head, elected official, or other authorized employee requesting to use a
3. Riverview Community Bank shall submit the bill for the VISA card to the
4. Within 30 days of the billing date, the officer or employee using a travel 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.
5. 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 cannot legally pay and 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.
6. 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 official or employee who has been issued a charge card by
7. The Auditor may establish other administrative procedures for credit cards needed to maintain reasonable internal controls.
4.
A. The use of Voyager Fuel 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. The 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
A.
B. 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 including but not limited to the following travel purposes for official County business:
1. Purchase meals, transportation tickets for airlines, trains, buses, taxis, shuttles, and other transportation modes including vehicle rental and parking; and
2. Required lodging deposits; and
3. Balance of payment for lodging when the lodging establishment will not bill the County for services and only after the service is received; and
4. Registrations.
C. The cards shall not be used for cash advances.
D. The Sheriff shall be responsible for administering the use of the two cards assigned to the Sheriff's office as follows:
1. Except when being used by an authorized employee, the cards shall remain in the possession of the Sheriff or his designee.
2. 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.
3. 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.
4. 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.
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 official or employee who has been issued a charge card by
E. 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.
A.
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, and for official government purchases and acquisitions for the Commissioners Office, Board of Equalization, Boundary Review Board and Public Health, 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 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 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 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 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 Commissioner or employee who has been issued a charge card by
E. The Skamania County Commissioners and employees of the Commissioners’ Office may continue to use the County’s Advanced Travel Fund.
7. 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.
8. 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.
BE IT FURTHER RESOLVED, that Resolutions 1995-20, Resolution 1996-22, Resolution 2002-46, Resolution 2005-23, and Resolution 2005-40 be hereby rescinded.
PASSED IN REGULAR SESSION this ______ day of _________________, 2006.
ATTEST:
BOARD OF COMMISSIONERS
___________________________
Chairman
___________________________
Commissioner
___________________________ ___________________________
Clerk of the Board Commissioner
For_________
Approved as to form: Against______
Abstain______
____________________________________ Absent______