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STATE OF WASHINGTON
County of Jefferson
RESOLUTION NO. 64-08
In the Matter of Updating and Reauthorizing the}
Policy for Issuance and Use of Business Credit }
Cards by Employees of Jefferson County }
WHEREAS, 39.58 RCW allows counties to use credit cards for official government
purchases and acquisition and Jefferson County Resolution 25-01 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 2001 and the Budget Committee has
reviewed the policy and recommended a change to bring it up to date with current practice.
NOW, THEREFORE, BE IT RESOLVED, by the Board of Jefferson County
Commissioners, that "Attachment A" to this resolution is the Jefferson County Policy for Issuance
and Use of Business Credit Cards by Employees Of Jefferson County.
BE IT FURTHER RESOLVED, that this resolution repeals and replaces Resolution No.
25-01 in its entirety.
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Deputy Clerk of the Board
22nd day of September 2008.
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RESOLUTIQN NO. 64~08
ATTACHMENT "A"
POLICY FOR ISSUANCE AND USE OF BUSINESS CREDIT CARDS
BYEMWLOYEESOFffi~RSONCOUNTY
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
conveniently or at reduced costs. The use of credit cards is NOT TO SUPPLANT OR
SUPERSEDE the State Bid laws, if required, the County's Advance Travel Account or the voucher
payment system.
REOUEST 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 Treasurer. The County
Elected Officials and Departments Heads will be responsible for understanding the appropriate use
of county credit cards and will monitor employee's utilization of cards and to assure that the bills
are paid in accordance with the RCW and County polices. All requests will be made to the County
Treasurer and will include the name of the employee and the credit limit to be assigned.
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.
The Treasurer's Office will submit an updated list annually to the Auditor and the Board
of County Commissioners which includes the department the card is 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.
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 individual employees under the county umbrella account for the credit
limit approved by the County Elected Officials and Departments Heads.
AUTHORIZA TION FOR USE:
The Auditor's and the Treasurer'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
Department's budget are allowed.
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Resolution No. 64-08re: Policy for Issuance & Use of Business Credit Cards by Employees of Jefferson County
CREDIT CARD LIMITS:
The limit on each credit card issued will be determined and set by the County Elected Officials and
Departments Heads. Charges for personal items that will not be reimbursed by the County are not
allowed. See RCW 42.24.115 below.
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 when 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 municipal corporation or political subdivision 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 disallowed charges and interest at the same rate as
charged by the company which issued the charge card. Any official or employee who has been
issued a charge card by a municipal corporation or political subdivision shall not use the card if
any disallowed charges are outstanding and shall surrender the card upon demand of the auditing
officer. The municipal corporation or political subdivision shall have unlimited authority to revoke
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
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 bud~et year.
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Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO:
Board of County Commissioners
Dennis Richards, Interim County Administrator
FROM:
Leslie Locke, Deputy Clerk of the Board
DATE:
September 22, 2008
SUBJECT:
RESOLUTION NO. _ re: Updating and Reauthorizing the Policy for
Issuance and Use of Business Credit Cards by Employees of Jefferson County
(Repeals & Replaces Resolution No. 25-01)
STATEMENT OF ISSUE:
RESOLUTION NO. _ re: Updating and Reauthorizing the Policy for Issuance and Use of Business
Credit Cards by Employees of Jefferson County (Repeals & Replaces Resolution No. 25-01)
ANAL YSIS:
The Budget Committee has reviewed the policy (Resolution No. 25.01) and has recommended a change to
bring it up to date with current practice.
RECOMMENDATION:
Approve Resolution re: Updating and Reauthorizing the Policy for Issuance and Use of Business Credit
Cards by Employees of Jefferson County (Repeals & Replaces Resolution No. 25-01)
REVIEWED BY:
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Dennis Richards, Interim County Administrator
September 18. 2008
Date