DOCUMENT

POL - PCard Purchases 2006

  • YEAR CREATED: 2006
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document outlines the policies and procedures for the use of procurement cards in Howard County. It states that procurement cards can be used for authorized purchases, as long as they comply with the County Purchasing Code and internal agency regulations. When placing a telephone order, the cardholder must notify the vendor that the purchase is tax exempt and confirm that the vendor agrees to charge the procurement card upon shipment. The vendor is instructed to include specific information on the shipping document or packing slip. A purchase log is recommended to document procurement card orders, and this documentation should be retained until the monthly billing statement is received. Food purchases can be approved for certain occasions, but not for routine staff meetings. Automatic monthly charges are allowed, but the cardholder and approving official must review them for accuracy during reconciliation. The document also provides procedures for procurement card reconciliation and payment, including the documentation required, reconciliation process, reporting disputes, and handling billing errors. It also includes instructions for contacting the provider in case of a lost or stolen card. The document concludes with a certification statement. Additionally, it is mentioned that the document is not subject to the provisions of the Howard County Administrative Procedures Act.
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