DOCUMENT

POL - Procurement Card Policy

  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a policy document that outlines the procurement card (P-Card) policies of a county in Florida. It provides detailed procedures and guidelines for the use of P-Cards by employees for making purchases on behalf of the county. The document states that the Manager or designee, along with the user Department Director or Division Manager, has the authority to review any protests regarding the P-Card policies and make recommendations to the County Manager. There is also an Appeal Committee that conducts hearings to modify decisions made by the Purchasing and Contracts Manager. The final decision is made by the County Manager. Additionally, the document mentions that protests filed by recommended vendors after the award of a contract can be reviewed by the Board of County Commissioners. Regarding the operational policies governing procurement cards, the document outlines the spending limits for cardholders. The maximum credit limit per month is set at $25,000 and cannot be exceeded without the approval of the County Manager. The single item purchase limit for goods and services is set at $750, and the total transaction purchase limit is set at $2,500. Any limits exceeding these amounts must be justified in writing and approved by the County Manager. The document emphasizes that the purchasing card should only be used for county purposes and provides a list of items that can be purchased using the card. It also states that the cardholder's name should be embossed on the card and no other person is authorized to use it. Lost or stolen cards must be reported immediately. Guidelines for making purchases are provided, including restrictions on back-ordering, limitations on telephone or internet transactions, and the requirement to retain proof of purchase. The document specifies that the purchasing card cannot be used for purchasing fuel, personal items, telephone calls, or tangible personal property. Cash advances and writing VISA checks are also prohibited. The document highlights the importance of training for cardholders, with initial training provided before issuance of the purchasing card and mandatory annual training for all cardholders and approving officials. Failure to complete the annual training may result in the loss of card privileges for approving officials.
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