DOCUMENT

POL - P-Card Process Flow - Broward County 2011

  • YEAR CREATED: 2011
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
This document provides a process flow for the Brown County Procurement Card (P-Card) system. The process starts with the cardholder filling out a P-Card request form and receiving training on how to use the card. The cardholder then uses the P-Card for purchases and retains receipts. On the first business day of each month, the cardholder reviews the previous statement period in the SDOL system and notifies their approving supervisor. On the third business day of each month, the approving supervisor performs the approving function for the cardholder transactions in SDOL. The monthly P-Card statement is received from the P-Card provider. The cardholder imports the monthly file into Brown County's LOGOS system and makes any required vendor updates. On the 9th day of the following month, the P-Card provider withdraws the ACH payment. The cardholder gives the card to the cardholder and obtains a signed employee/supervisor agreement. The monthly statement and receipts are filed according to retainage procedures. On the 5th business day of each month, the monthly SDOL data is verified, downloaded, and placed into a folder location. The invoicing process is performed. On the 4th business day of each month, the P-Card statement with stapled receipts is provided to the Accounts Payable Department.
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