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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - Award - OA4 Purchasing Card Policies 2004
- YEAR CREATED: 2004
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document is a Credit Card Agreement that provides guidelines and procedures for the use of credit cards within the County of Loudoun, Virginia. It outlines the roles and responsibilities of various departments and individuals involved in credit card usage.
The document includes several attachments that offer specific information and forms related to credit card usage.
Attachment 1 is a Cardholder's Statement of Questioned Item, which allows cardholders to dispute any items listed on their credit card statement that do not meet their requirements. It provides a space for cardholders to explain the reason for the dispute, indicate the desired action (return item, exchange for a different model, etc.), and provide any additional comments.
Attachment 2 is a Request for Credit Card Issuance or Change form, which enables departments/agencies to request the issuance of a County Credit Card for individuals for small purchases or travel expenses. It also allows for adjustments to the credit limit for individuals.
Attachment 3 is an Employee Acknowledgement Concerning Use of County Credit Card form, which employees must sign to acknowledge that they have received a County credit card and understand the conditions of its use. It emphasizes that the card should only be used for official County purposes and that any personal use is strictly prohibited. Violation of these conditions may result in disciplinary or criminal proceedings.
Attachment 4 provides a summary of the roles and responsibilities for approving officials and cardholders. It outlines the tasks and actions that approving officials need to perform, such as verifying cardholder purchases, reviewing statements, resolving questionable items, initiating disciplinary actions, and reporting lost or stolen cards. It also outlines the responsibilities of cardholders, including the proper use of the card, certification of purchases, ensuring compliance with limits and restrictions, providing documentation, reviewing statements, handling disputed charges, and reporting lost or stolen cards.
Additionally, the document states that when leaving the department or the County, cardholders must return the card to the Approving Official. The Department Head is responsible for requesting credit cards and ensuring compliance with the established procedures.
Overall, the document serves as a comprehensive guide for the proper use and management of credit cards within the County of Loudoun, emphasizing accountability and adherence to policies and procedures.