RES 895c
RESOLUTION NO.
A RESOLUTION adopting a policy for the use,distribution and
control of credit cards for the purchase of equipment and supplies.
WHEREAS,RCW 43.09.2855 authorizes local governments to use credit cards for
official government purchases and acquisitions,and
WHEREAS,such statute requires the legislative body to adopt a system for the
distribution of the credit cards,the authorization and control of the use of credit card funds,the
credit limits available on the credit cards,payment of the bills,and other rules necessary to
implement or administer the system,and
WHEREAS,the Council of the City of Camas desires to authorize the use of credit cards
and to adopt a credit card use policy,
NOW,THEREFORE,BE IT RESOLVED by the Council of the City of Camas that the
purchasing card use policy attached hereto as Exhibit “A”and by this reference incorporated
herein is hereby adopted as the City’s policy for the use of credit cards by city employees for
official government purchases and acquisitions.
ADOPTED by the Council at a regular meeting this
SIGNED:
Mayor
/ATTEST:s
/Clerk//APPROVED as to form:/
i
City Attorney/s;
Exhibit A
City of Camas
Purchasing Card Use Policy
Purpose
This document sets forth the policy of the City of Camas for the use,distribution,
authorization,and control of purchasing cards.
Authorization and Use
The Finance Director is authorized to be the Purchasing Card Manager for this
program and will designate card custodians to oversee the safekeeping and use of
the cards assigned to their department .Custodians are required to have a working
knowledge of all applicable policies,rules,and guidelines of the purchasing card
program and city purchasing procedures.
The Purchasing Card Manager is responsible for establishing purchasing card
limits for each card,advising the card custodians of all applicable limits,and
ensuring the proper card usage by the departments.Card custodians shall ensure
timely reconciliation of the charge slips with the monthly billing statement and
remit receipts to the Finance Department for payment processing.
All purchasing cards shall bear the City of Camas logo.Card custodians will be
accountable and responsible for the cards issued to their departments and may
designate employees within their department to use the credit card to purchase
specific items.The card custodian is responsible to:
Ensure that all purchases are appropriate and no prohibited items have been
purchased;
Track and monitor the use of the purchasing cards to ensure compliance with
this policy and established procedures;
Act on non-compliance or violations of card policies and procedures.Non -
compliance of procurement card policies and procedures could result in the
loss of card privileges for the department involved;
Review the purchases made by the cardholders in the department and
approve payment to the service provider ;
Notify the Purchasing Card Manager immediately of a lost or stolen card .
Purchasers shall maintain security of the purchasing card while in their custody
and immediately return the purchasing card ,charge receipts,and sales tickets to
the custodian upon completion of any purchasing activity.
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City of Camas
Purchasing Card Use Policy
The Purchasing Card Manager will establish credit limits available on the credit
cards.A transaction will be rejected if the card reaches the control limit set for the
card .All transactions are approved or denied based on the following card
authorization criteria:
Number of transactions allowed per day;
Number of transactions allowed per purchasing period;
Single purchase transaction limit;
Spending limit per purchasing period;
The type of supplier (Merchant Category Code).
No cash advances on purchasing cards are allowed under any circumstances.All
purchases must be for the purpose of and benefit to the City of Camas.Purchase of
fuel on the purchasing card is not allowed;a separate gas card is available to ensure
a deduction to the City of federal gas taxes.The Purchasing Card Manager may
implement any required audit on the receipt and disposition of goods.
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