ALACHUA COUNTY PUBLIC WORKS OPERATING PROCEDURE DIVISION: Administration PROCEDURE #: DPW-26 SUBJECT: County Purchasing Cards DATE: 11/21/02 REVISION #: PREPARED BY: Rob Bonetti APPROVED BY: Michael J. Fay, Acting Director Of Public Works POLICY: Employees shall responsibly utilize County-issued Purchasing Cards in accordance with County and departmental procedures. AUTHORITY The authority for the use of the County-issued purchasing card is granted through the Alachua County Board of County Commissioners and the Alachua County Board of County Commissioners Purchasing Card Program Policies and Procedures. ISSUANCE OF CARDS The authority to approve the issuance of purchasing cards to employees shall reside solely with the Public Works Director. Upon issuance, the employee/cardholder shall be responsible for the proper use and safekeeping of the card in his/her possession. CARDHOLDER RESPONSIBILITIES Responsibilities of the Cardholder shall include: A. Ensure that the Purchasing Card is used for legitimate business purposes only; B. Maintain the purchasing card in a secure location at all times; C. Not allow other individuals to use their purchasing card; D. Adhere to the purchase limits and restrictions as defined within the Alachua County Board of County Commissioners Purchasing Card Program Policies and Procedures; E. Check for budget availability of funds prior to utilizing the purchasing card; 11/27/2002 Procedure #: DPW-26 Page: 2 F. Ensure that a “Travel Authorization” form has been approved prior to utilizing the purchasing card for travel related purposes; G. Ensure that a “Cellular/Hardware/Software” form has been approved prior to utilizing the purchasing card for computer and software related purposes; H. Obtain a paid detailed receipt for all transactions and, in such cases, when utilized to obtain fuel for a county vehicle, the vehicle number and mileage shall be noted on said receipt and a copy is to be submitted by the cardholder to the Fleet Management Division; I. Forward all receipts to the individuals identified as “Departmental Contacts” within this procedure within 24 hours of the employee’s return to their worksite; J. Ensure that any items purchased are received; K. Ensure credit for any returned merchandise, sales tax and/or incorrect amount charged is received; L. Do not accept cash instead of a credit to the purchasing card account; M. Immediately report a lost or stolen card to Bank of America at (800) 300-3084; N. Immediately notify the Public Works “Department Liaison” [Administrative Support Manager] of a lost or stolen card at (352) 374-5245 ext. 233; O. Contact the Public Works “Department Liaison” [Administrative Support Manager] upon encountering any difficulty with usage, erroneous declines or instances of fraudulent charges; and, P. Return the purchasing card to an assigned “Departmental Contact” identified within this procedure or the Public Works “Department Liaison” [Administrative Support Manager] upon terminating employment with Alachua County or upon transferring to another department; CARDHOLDER PURCHASE GUIDELINES Cardholders shall be expected to adhere to the following guidelines when utilizing the purchasing card to make payment for goods or services: A. Ensure that no existing departmental blankets exist to vendors that can provide the same goods or services; B. Ensure that the items being purchased are not prohibited by the Alachua County Board of County Commissioners Purchasing Card Program Policies and Procedures; C. Ensure the merchant/vendor being utilized is not on the Blocked Merchant Listing as provided within the Alachua County Board of County Commissioners Purchasing Card Program Policies and Procedures; Procedure #: DPW-26 Page: 3 D. Ensure that the item(s) being purchased are for County business only; E. Ensure no single item exceeds $500 inclusive of any shipping and/or handling charges and no single transaction exceeds $ 2,000; F. Ensure, whenever possible, that the best price is being obtained, in other words, shop around and check for any State Contract pricing; G. Ensure that merchant/vendor is aware that Florida Sales Tax is not to be charged on the items being procured; and, H. Ensure an itemized receipt is obtained for all transactions related to the cardholder’s purchasing card. PROHIBITED PURCHASES The purchasing card shall not be utilized to purchase the following: A. Any personal or non-county related purchases; B. Capital items; C. Alcoholic beverages; D. Meals or other items for personal consumption; E. Beverages or other items for personal consumption; F. Consulting services; G. Prescription drugs or any controlled substances; H. Any item that will not reside on county property; I. Cash advances; and, I. Temporary employment services. UNRESOLVED DISPUTES AND BILLING ERRORS The Cardholder is responsible for contacting the supplier to resolve any disputed charges. If the matter is not resolved with the supplier, the Cardholder should complete and sign a Bank of America Dispute Form and relay it to the “Department Liaison” [Administrative Support Manager] who shall: 1. Contact Bank of America at 1-800-300-3084 directly for assistance. 2. Fax a signed Bank of America Dispute Form (see attachment) to Bank of America at 602-597-2980 to document the reason for the dispute. 3. Forward a copy of Dispute Form to Program Administrator for reference. 4. Attach a copy of the dispute form to the packet sent to F&A for payment. Be sure Procedure #: DPW-26 Page: 4 to deduct the disputed item from the monthly payment request. 5. During the investigation, a credit will be issued to the Cardholder=s account for the amount questioned. 6. Upon completion of the investigation, Bank of America will notify the Cardholder of the resolution. 7. If the dispute is resolved in the Cardholder=s favor, a credit in the amount of the disputed transaction will remain on the Cardholder=s statement. 8. If the dispute is not settled in the Cardholder=s=s favor, the Cardholder=s account will be charged for the disputed amount plus any research fees. 9. Notify the Program Administrator if an acceptable resolution is not obtained. RECONCILIATION AND PAYMENT OF MONTHLY STATEMENTS The “Department Liaison” [Administrative Support Manager] shall be responsible for the reconciliation and preparing the payment package that is to be transmitted monthly to Finance and Accounting in accordance with the Alachua County Board of County Commissioners Purchasing Card Program Policies and Procedures. DEPARTMENTAL CONTACTS Cardholders, according to the operational breakdown listed, shall provide all purchasing card invoices and receipts to the following departmental contacts: Division and/or Program Deparmental Contacts Administration Nancy Finch Animal Services Sandra Woodard Fleet Management Jo Graham Parks & Recreation Nancy Finch Road & Bridge Vernon Williams Transportation & Development Nancy Finch Waste Management Michele Cripe DEPARTMENTAL CONTACT RESPONSIBILITIES The “Departmental Contacts” shall be responsible for: A. Reviewing invoices and receipts for appropriateness with regard to this procedure and those within the Alachua County Board of County Commissioners Purchasing Card Program Policies and Procedures; B. Assignment of the correct account codes to the amounts charged; Procedure #: DPW-26 Page: 5 C. Input of the account codes into the electronic bill format [Infospan] received from Bank of America; D. Preparation of invoices for transmittal to Finance and Accounting; and, E. Transmittal of any retrieved purchasing cards from employees terminating employment with the Public Works Department to the “Department Liaison” [Administrative Support Manager]. DEPARTMENT LIAISON RESPONSIBILITIES The responsibilities of “Department Liaison” pursuant to the Alachua County Board of County Commissioners Purchasing Card Program Policies and Procedures for the Public Works Department shall reside with the Administrative Support Manager. Responsibilities of the “Department Liaison” will include: A. Preparation of the monthly transmittal memorandum authorizing payment of the purchasing card charges billed by Bank of America; B. Preparation of the monthly transmittal reconciliation itemizing the charges and expenditure accounts of all purchasing card charges billed by Bank of America; C. Final review of invoices, receipts and supporting documentation necessary in support of the monthly transmittal; D. Procuring the Department Director’s approval of the monthly transmittal memorandum; and E. Transmitting the authorization for payment and support documentation to Finance and Accounting subsequent to the Department Director’s approval.
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