Drain's Credit Card Policy
RESOLUTION NO. R0405-07 A RESOLUTION ESTABLISHING A POLICY FOR USE OF THE CITY OF DRAIN’S CORPORATE VISA CARDS.
WHEREAS, Drain City Council adopted by resolution, authorizing corporate visa cards for the City of Drain. Credit cards shall be issued to one or more employees of the City of Drain, for the account of the City of Drain, and in respect of which the City of Drain shall be responsible. WHEREAS, the purpose of this policy is to maintain the financial integrity of the City and its staff. All items procured by the use of a credit card shall comply with the City’s purchasing policy.
NOW, THEREFORE BE IT RESOLVED AS FOLLOWS: 1. Issuance: City credit cards may be issued to full time employees or other personnel as authorized by the City Administrator and the Office Manager with a maximum limit of $500 per each card (except City Administrator & Office Manager). 2. Legitimate Business Expense: Upon authorization by the City Administrator, the Office Manager will make available a City credit card to each employee. Credit cards may be used when time is of the essence to save the City money, it is the only form of payment accepted for a product or service by a vendor and there are not alternative vendors within reason, or it is required for travel purposes such as reserving a room, meals, fuel purchase and/or other types of travel expenses (airlines, etc.). 3. Expense Review: State statutes prohibits a municipality from extending credit to employees, officials, or citizens. No cardholder may procure goods or services for personal purposes. The City Administrator and Office Manager shall review and monitor credit card charges monthly, quarterly, and annually for unauthorized purchases. A personal use of a credit card consists of an item that is not a legitimate business expense and must be reimbursed to the City. If such unauthorized expenses or purchases continue, then the employee is subject to losing credit card privileges and/or possible termination. 4. Expense Payment: Drain City Council shall review account expenditure totals and authorize payment during monthly meetings.
PASSED BY THE CITY COUNCIL OF THE CITY OF DRAIN, DOUGLAS COUNTY, OREGON THIS 11TH DAY APRIL, 2005.
Suzanne Anderson, Mayor ATTEST:
Carl A. Patenode, City Administrator