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Document
ART - Administration Manuel 1999
Year Created: 1999
DOCUMENT
POL - Procurement Card Policy 2004
- YEAR CREATED: 2004
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Education and Training
- Finance
This document outlines the procedures and responsibilities related to the use of procurement cards within an organization. It provides instructions for cardholders, division managers, and the finance department.
Cardholders are required to submit all necessary documentation, including receipts and shipping documents, to their division manager or designee on a daily basis. If a cardholder does not have documentation for a transaction, they must provide an explanation. It is also the cardholder's responsibility to handle any issues with merchants, such as returning items or disputing charges.
Cards are issued to individual employees and assigned to specific divisions. If an employee leaves the division, their card must be collected by the division manager and returned to the Purchasing Division.
Division managers or their designees are responsible for reviewing and resolving any discrepancies in the purchases made by cardholders. They must ensure that the purchases are for official use and comply with the provided instructions. The division manager is also responsible for approving the Statement of Account and forwarding it to the finance analyst by Tuesday of each week. They are also responsible for collecting cards from departing employees and returning them to the Purchasing Division.
The finance analyst is responsible for reviewing the Statement of Account and ensuring that each transaction is assigned an account number and has the necessary approvals. Once approved, purchases made by employees will be paid by the Accounts Payable department.
The document also provides instructions for handling disputes with merchants. If an item purchased with the procurement card is defective or the service is faulty, the cardholder must return the item to the merchant. If the merchant refuses to resolve the issue, the purchase is considered to be in dispute. The cardholder must record disputed items on the Statement of Account and complete a Cardholder Statement of Questioned Item form, which will be forwarded to the Purchasing Division for adjustment with the procurement card issuer.
The document also includes procedures for requesting new cards, conducting semi-annual inventories of procurement cards, and reporting lost or stolen cards.