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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - P-Card Policies Example 2001
- YEAR CREATED: 2001
- ENTITY TYPE: Authority: Other
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document provides information and guidelines regarding the use and management of procurement cards (ProCards) within an organization. It outlines the procedures to be followed when an employee ends their employment or is transferred to another department, emphasizing the importance of collecting and canceling the ProCard immediately. If the ProCard cannot be collected, the issuing card company and ProCard administrator must be notified promptly.
The document also highlights important points to remember, such as the application of the State and Local Government Conflict of Interest Act to all HRSD purchases, prohibiting employees from participating in procurement transactions when they or their immediate family members have a position or ownership interest in the vendor company. It also prohibits negotiating prices, sharing vendor prices, telling vendors that HRSD will not do business with them, and providing budget estimates to vendors.
Other guidelines include the requirement to inspect goods upon receipt and submit claims for damaged freight to the vendor within two business days. If ProCards are used for on-site services, the vendor must provide a valid Certificate of Insurance. It is also stated that goods or services listed on HRSD supply contracts should not be purchased from another supplier to circumvent using existing contracts.
The document emphasizes the responsibility of the cardholder to consider all "extra" charges before making a ProCard transaction and prohibits multiple transactions to circumvent the cardholder's limit. It also emphasizes the importance of maintaining proper documentation of receipts, invoices, and monthly statements.
The document includes attachments such as the ProCard Log and Monthly Reconciliation Form, Employee Agreement, and Application. The Employee Agreement outlines the responsibilities and consequences for the cardholder, including the revocation of privileges and disciplinary action for non-compliance.
Overall, the document provides comprehensive guidelines and procedures for the use and management of ProCards within the organization, ensuring compliance with regulations and ethical practices.