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Document
ART - Monthly Financial Report 2003
Year Created: 2003
DOCUMENT
POL - P-Card Program 2002
- YEAR CREATED: 2002
- ENTITY TYPE: K-12
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Finance
- Policies and Procedures
The document provides information about the procedures and guidelines for using the Purchasing Card (P-Card) program in Fulton County Schools. The purpose of the P-Card program is to streamline low dollar purchases and improve customer service from the Purchasing Department. The document outlines the account description, including the responsibilities of the Purchasing Cardholder and the delegation of authority. It also specifies that funds must be available and the card can only be used by schools/departments for non-restricted items. The purchasing limits are set at $1,500 per transaction and $10,000 per month.
The document provides instructions for purchasing items using the P-Card, including over-the-counter purchases, mail/telephone/online purchases, and returning merchandise. It emphasizes the need to verify prices, obtain receipts, and document transactions for the card administrator. In case of problems or discrepancies, the cardholder is instructed to contact the Purchasing Department.
The document also mentions the use of an Activity Log to record each transaction, which must be prepared by each cardholder and turned into the Accounting Department monthly. It highlights the importance of reconciling the monthly bankcard statement with the activity log and completing a Summary Report to be forwarded to the Accounting Department.
In case of discrepancies on the bankcard statement, the document advises correcting cardholder errors and completing a Purchasing Dispute Form for vendor errors. It also provides instructions for reporting lost or stolen cards to SunTrust and the Director of Purchasing. The document mentions that the account can be closed upon the cardholder's request, departure, or at the Superintendent's discretion.
The document concludes with a Certificate of Purchasing Card Training, where the cardholder certifies that they have been trained on proper procedures and understand the guidelines of the Fulton County Board of Education Purchasing Card Program.