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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - P-Card Program Outline 2003
- YEAR CREATED: 2003
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
The document is an agreement outlining the terms and conditions of the Purchasing Card Program for the City of Lubbock. The program aims to delegate authority and responsibility for small dollar purchases to front line employees who are in the best position to know what they need. However, as a public entity, the city is expected to demonstrate that they are spending money wisely. The agreement states that the card is issued in the employee's name but is considered city property and should be used with good judgment. Personal charges are not allowed, except for personal expenses incidental to business travel, which must be clearly identified and reimbursed by the employee. The employee is responsible for all charges made with the card and improper use can be considered misappropriation of city funds, leading to disciplinary action. The city pays for all charges, and any unauthorized personal charges will be considered misappropriation of funds. The employee is expected to comply with internal control procedures, reconcile monthly statements, and report any lost or stolen cards. The card must be surrendered upon termination of employment. The agreement also outlines the responsibilities of the cardholder, including purchasing ethically, reconciling statements, reporting misuse, avoiding payment of sales tax, and retaining transaction documents for review and audit. The card is to be used for city business purposes only and not to circumvent the competitive bid process. Violation of the agreement may result in reimbursement of charges and fees, as well as disciplinary action. The cardholder's supervisor and managing director must also sign the agreement.