DOCUMENT

POL - AZ Dept of Transportation - Policies/Procedures - Purchasing Cards 2008

  • YEAR CREATED: 2008
  • ENTITY TYPE: Authority: Transportation
  • TYPE OF DOCUMENT: POL - Policies/Procedures
This document is a set of guidelines and procedures for the procurement section of a department, specifically focusing on the process of applying for and using a purchasing card (P-Card) for making purchases. The document outlines the steps for completing the P-Card application, including the requirement for all information to be filled out with proper signatures. It also specifies that the State of Arizona Purchasing Card Cardholder Agreement must be signed by the same person authorizing the application, with different approval authorities depending on the division within the department. Once the application is approved, it is forwarded to US Bank for the issuance of the card. The Program Administrator reviews all applications and either approves or rejects them, providing an explanation for rejected applications. After receiving the card, the Program Administrator arranges training for the cardholder before the card is activated. The cardholder is required to sign an ADOT/US Bank Purchasing Cardholder Terms and Conditions form. The document also outlines the responsibilities of the cardholder, including compliance with all purchasing card policies and procedures, reporting lost or stolen cards, and timely submission of paperwork for payment processing. The Program Administrator is responsible for coordinating with other departments and offices, issuing and monitoring cards, coordinating training, and ensuring compliance with the policy. Additionally, the document provides instructions for maintaining a purchasing card log, retaining receipts, and reconciling monthly statements. It specifies that any discrepancies on the statement should be resolved with the vendor or financial institution, and reallocating entries into the US Bank system should be done within three days of the statement date or the 10th of the month. The cardholder or designee is responsible for reviewing the monthly statement, matching it with receipts and the purchasing card log, and attaching receipts and credit memos to the statement. The statement and log should be signed by the cardholder and the org manager/supervisor. If the data entry person is not the cardholder or designee, the statement and log are forwarded to the designated person for reallocation entry into the US Bank system. It is also the Cardholder's responsibility to identify and know who will perform the data entry.
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