DOCUMENT

MODL - Award - OA4 P-Card Policy Example 2003

  • YEAR CREATED: 2003
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: MODL - Model, Templates
This document is an Agreement for Broward County Purchasing Card holders. It certifies that the individual has received or been designated as an approver for a Broward County Purchasing Card. The document outlines the procedures and guidelines for the use of purchasing cards by cardholders. The document emphasizes the importance of providing proper documentation for purchases. It states that if the monthly statement is not available, cardholders can attach any listing of purchases to verify expenditures. In cases where no receipt is available, cardholders must indicate the goods or services bought on a separate piece of paper as a substitute for the sales slip. Payment and invoicing procedures are described, stating that the Purchasing Card company will forward a weekly electronic activity report to the Accounting Division. The Card Holder must review the monthly statement provided by Accounting or the bank and resolve any errors or disputes. All documentation received must be attached to the monthly statement or electronic statement and signed by the Card Holder. The Designated Approver will verify the purchases and documentation before approving the payment. The package is then forwarded to the Accounting Division within four working days. The document also highlights the role of the Accounting Division in ensuring that all Purchasing Card charges are paid and that the consolidated statement is reconciled against the individual Card Holder statement. Failure to meet the four working day deadline may result in the revocation of the Purchasing Card. Dispute procedures are outlined, stating that if a Card Holder questions a transaction, they must contact the merchant and provide necessary information to begin the resolution process. A Dispute Form must be completed and sent to the Department/Division Coordinator, who will notify the Purchasing Card company. If the problem is resolved, the solution must be communicated to the Purchasing Card company. If an agreement cannot be reached, the Purchasing Card company will research the transaction and adjust the Card Holder's statement accordingly. The document also includes contact information for various departments and services related to the Purchasing Card, such as the Purchasing Card Administrator, Lost or Stolen Cards, Bank of America Commercial Card Customer Service, Purchasing Division, Accounting Division, and Visa Assistance Center. The document concludes by referring to the Internal Control Handbook of the Accounting Division for Purchasing Card Travel Procedures.
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