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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - Award - OA4 P-Card Policy Example
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document is a set of guidelines for the Purchasing Card program of Prince William County Public Schools. The program aims to streamline and simplify the purchasing and accounts payable functions by eliminating waste and low-value activities. The Purchasing Card is a Master Card credit card issued by First Chicago NBD, and it is intended to be used as an alternative to petty cash, check requests, and low-dollar purchase orders.
The document provides detailed information on how to obtain a purchasing card, including the application process and the required signatures. It also outlines the responsibilities of cardholders, such as ensuring that purchases are for official school business purposes only and maintaining proper documentation for each transaction.
There are restrictions on card usage, including prohibited purchases such as personal items, cash advances, and gift cards. The document also emphasizes the importance of adhering to the school division's purchasing policies and procedures.
Additionally, the document explains the process for reconciling the purchasing card account, including the submission of monthly statements and receipts. It provides instructions for resolving errors or discrepancies and emphasizes the need for timely reporting and documentation.
Furthermore, the document mentions that the purchasing card program is subject to random audits to ensure compliance with policies and procedures. It highlights the consequences of misuse or non-compliance, including potential disciplinary actions and card suspension or cancellation.
Overall, the document serves as a comprehensive guide for the Purchasing Card program, providing cardholders with the necessary information and guidelines to effectively and responsibly use the purchasing card within Prince William County Public Schools.