DOCUMENT

POL - Purchasing Card 2002

  • YEAR CREATED: 2002
  • ENTITY TYPE: Authority: Transportation
  • TYPE OF DOCUMENT: POL - Policies/Procedures
This document provides instructions and guidelines for the use of purchasing cards for making telephone, internet, and mail orders. It states that cardholders must log all orders on a specific form and attach it to the monthly billing statement when submitting it to the approving official. The cardholder is required to provide their name, card number, expiration date, and address when placing an order. The vendor must be instructed to include "Purchasing Card Purchase" on the shipping document. The document also lists prohibited purchases, such as cash advances, personal items, fuel, and telephone calls. After making a purchase, the cardholder receives a billing statement which they need to review for accuracy, provide descriptions of each item purchased, indicate the budget code, attach original sales receipts, and sign the statement before forwarding it to the approving official. The approving official reviews the statements, compares them with receipts, signs them, and forwards them to Finance. Disputed charges and purchases are also addressed, with specific forms and time frames provided for resolving such issues. The document concludes with spaces for the Executive Director and Department Director to sign and date.
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