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Document
ART - Administration Manuel 1999
Year Created: 1999
DOCUMENT
POL - Purchasing Card Program User Guide 2005
- YEAR CREATED: 2005
- ENTITY TYPE: K-12
- TYPE OF DOCUMENT: OTHER
- Education and Training
- Finance
The document provides detailed procedures and guidelines for using procurement cards in a company, specifically focusing on purchasing supplies and services. It emphasizes the importance of ensuring that all proper documentation, including transaction logs, receipts/invoices, and supporting documents, are attached and verified.
The document outlines various steps to follow when using procurement cards, such as confirming pricing and freight charges, requesting hard copies of pricing and freight documents, and ensuring that the cardholder's name and "P-Card" appear on packing lists and box labels. It also highlights the need for proper approval for purchases that require it and warns about disciplinary actions for violations of program rules and regulations.
Furthermore, the document provides a list of approved commodities that can be purchased using procurement cards, while also mentioning that certain categories of merchants are blocked from processing card payments to prevent improper purchases. It explicitly states that procurement cards cannot be used for cash advances, personal purchases, or capital items.
The document also offers guidance on receiving supplies and services, including the importance of keeping copies of charge slips or sales receipts and requesting merchants to include receipts with shipped goods. It explains the process for handling returns, credits, and disputed charges, which involves contacting the merchant for resolution and completing a Disputed Item Form if necessary.
In addition to the procurement card procedures, the document delves into accounts payable procedures. It emphasizes the need for timely reconciliation and review of charges to identify unauthorized transactions. It mentions that transaction statements can be accessed online and that the site administrator is responsible for maintaining a transaction log and original receipts/invoices. The site administrator must reconcile transactions, ensure proper coding, and prepare a payment authorization for approval by the department manager. The payment authorization and supporting documents are then forwarded to the accounts payable division for processing.
Overall, the document provides comprehensive instructions and guidelines for effectively utilizing procurement cards and managing accounts payable within the company.