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Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
POL - Purchasing Card Manual 2009
- YEAR CREATED: 2009
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Policies and Procedures
This document provides detailed information about the usage, application process, security, purchasing procedures, record keeping, and reconciliation of a purchasing card (P-card) within a city organization.
The document outlines the specific purposes for which the P-card can be used, including trainings, seminars, workshops under $500, newspaper or magazine subscriptions under $100, and purchases from the contracted vendor, Office Depot. It explains that employees interested in obtaining a P-card need to complete an application and acknowledgement form, obtain their supervisor's signature, and submit it to the Department P-card Coordinator. The Controller's Office only accepts applications with wet signatures and will return incomplete or illegible applications.
Emphasizing the importance of security, the document states that cardholders are responsible for keeping the P-card accessible only to themselves and storing it in a secure location.
The document provides guidelines for different types of purchases, such as obtaining itemized invoices or receipts, providing specific instructions to suppliers for internet/telephone/fax/mail purchases, and reviewing documentation with another individual from the same unit who holds an equal or higher classification than the cardholder.
It also explains the process for deliveries, where the cardholder needs to provide complete delivery instructions and have the receipt reviewed and signed by the individual receiving the goods.
In case of a declined transaction, the cardholder is instructed to contact the bank to determine the reason. However, if the purchase is deemed an emergency and necessary for the department, the cardholder can request an exception in writing.
To request an exception, the cardholder needs to contact the Department P-card Coordinator for purchasing options and send a request to the Citywide Purchasing Card Administrator. The exception request should include the cardholder's information, justification for the purchase, description of the item, cost, budget or funding information, and vendor details.
The document emphasizes the importance of record keeping and requires the cardholder to reconcile and send all original documents and the Purchasing Card Payment Record (PCPR) to the Department Purchasing Card Coordinator/Accounts Payable Division within 10 business days of the closing cycle date. The PCPR should include each transaction with the date, vendor name, item/description, and total amount, along with supporting documentation.
Furthermore, the document explains the process of statement reconciliation and payment. Cardholders receive monthly billing statements, which need to be reconciled with the PCPR and checked for accuracy. All receipts should be attached to the statement and PCPR, and any errors should be reported to the bank. The statement and backup should be submitted to the approving official for review and signature within 10 business days after the 4th of the month.