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HomeMy WebLinkAbout025 01 STATE OF WASHINGTON County of Jefferson In the Matter of Amending Attachment "A" } Policy for Issuance and Use of Business } Credit Cards by Employees of Jefferson } RESOLUTION NO. 25-O1 County } WHEREAS, 39.58 RCW allows counties to use credit cards for official government purchases and acquisition and Jefferson County Resolution 61-95, Attachment A sets out the policy for the issuance to County Departments and the use of such cards by County employees; and, WHEREAS, this policy has been in effect since 1995 and the Treasurer and Auditor have reviewed the policy and have recommended changes to bring it up to date with current practice, and to provide a more functional approach to the process for a County Department to request a credit card. NOW, THEREFORE, BE IT RESOLVED, by the Board of Jefferson County Commissioners, that the JEFFERSON COUNTYPOLICYFOR ISSUANCE AND USE OF BUSINESS CREDIT CARDS BYEMPLOYEES OF JEFFERSON COUNTY (known as Attachment A to Resolution No. 61-95) is hereby amended and re-adopted by the Board of Jefferson County Commissioners as provided in Attachment A to this resolution. ~' ~ ~ ` .~'~~ ~~RDVED AND ADOPTED this day of ~ 2001. •~A ~ ± ,, jSE ~ `;~l `: • ~ >' '. ~ JEFFERSON COUNTY ~ ` • ~ ~ ~ .- BOARD OF COMMISSIONERS '.'6 4 ~ /. S ~, ~ ~ . ATTEST: ~_ -~~ G en unting ord, it C}J ~/ l t~i~. n Titterness, tuber Lorna Delaney, CMC Clerk of the Board Richard Wojt, Member ATTACHMENT "A" to RESOLUTION NO. 25-01 Amending Attachment A to Resolution No. 61-95 POLICY FOR ISSUANCE AND USE OF BUSINESS CREDIT CARDS BY EMPLOYEES OF JEFFERSON COUNTY POLICY STATEMENT The use of business credit cards by County Departments will increase efficiency and fiscal management by providing the opportunity to make official County purchases of goods at reduced costs. The use of credit cards is NOT TO SUPPLANT OR SUPERSEDE the County's Advance Travel Account or the voucher payment system. RE UEST AND AUTHORIZATION FOR A DEPARTMENT CREDIT CARD: County Elected Officials and Departments Heads who feel the operation of their department would benefit by having a business credit card may make a request to the County Auditor. The Auditor's review and recommendation is to provide for control of the number of companies issuing credit cards to the County and to assure that the bills are paid in accordance with the RCW and County polices. All requests will include the following backup documentation: 1. A list of the specific types of items to be purchased with a credit card. 2. An explanation of why these purchases can not be made efficiently through the Advance Travel Account and or County voucher system. 3. A summary of the amounts spent on such purchases by month for the last year to help establish a credit limit. 4. A list of the authorized department users of the card. The Elected Official/Department Head will determine who is authorized to use the credit card for their department. 5. If a credit card other than the MasterCard Business Card available through Bank of America (per contract dated December 26, 1995 and extended on August 24, 1999) is necessary, include the following information: a. The type of card being requested including the issuing bank, it's terms and conditions of the credit card. b. A statement explaining why this particular card is necessary. After vertification of the information provided, the Auditor will forward the request to the County Administrator with a recommendation for approval or denial. The County Treasurer will negotiate the addition or change of the bank card with the bank, have the card delivered to the appropriate department and maintain a master file on all credit card users and credit limits. Page 1 of 3 Attachment A to Resolution No. 25-01 The Treasurer's Office will submit an updated list annually to the Auditor and the Board of County Commissioners. DISTRIBUTION OF CARDS: Jefferson County Elected Officials and Departments Heads are responsible for all purchases made on the credit card(s) issued to their respective Department. Cards will be issued to the Department (not individual employees) for the credit limit approved by the Board of Commissioners. The Auditor's Office will submit an updated list annually to the Treasurer and the Board of Commissioners, of all the credit cards issued which includes the department issued to, the type of card and bank or company of issuance, the authorized users of the card for that Department, and the credit limit of the card. AUTHORIZATION FOR USE: The Auditor's Office will educate all authorized users of the card regarding the regulations and policies for their use of the card. CASH ADVANCES ON CREDIT CARDS ARE PROHIBITED Only purchases of properly authorized items for which funds have been approved in the Departments budget are allowed. No single item over $500 may be purchased on the credit card without prior written approval of the Department Head, and Commissioners. CREDIT CARD LIMITS: The limit on each credit card issued will be determined and set by the Board of County Commissioners. The Department information provided regarding the type of items to be purchased with the card and the need for the card will be used in setting the card limit. Page 2 of 3 Attachment A to Resolution No. ~;~pi. PAYMENT OF BILLS: The credit card bill will be paid in full each month by submission of the proper receipts. Receipts are required for each purchase charged to the credit card, and must be attached to the statement upon submission through the County's voucher payment system. An expense voucher and receipts are required if authorized travel expenses are charged. Monthly payments on a balance ARE NOT ALLOWED. Finance charges and late charges are to be avoided if at all possible. Finance Charges, late charges and/or annual fees are the responsibility of the Department and will be identified as a separate budget item in the Department's budget. RCW 42.24.115 (Section 3) states: If for any reason, disallowed charges are not repaid before the charge card billing is due and payable, the County shall have a prior lien against and a right to withhold any and all funds payable or to become payable to the official or employee up to an amount of the the disallowed charges and interest at the same rate as charged by the company which issued the charge card. All charges will be paid in the budget year in which they are incurred. The Department must be mindful to assure that any charges made at the end of the year which are for the current budget year are to be paid before the deadline for the closing of that budget year. Page 3 of 3