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Document
ART - Monthly Financial Report 2003
Year Created: 2003
DOCUMENT
PROCEDURE - Purchasing Card - Undated
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Finance
- Policies and Procedures
The document provides detailed procedures and guidelines for the Finance and Accounting Department and the Purchasing Card program in Polk County, Florida.
The document outlines the responsibilities of the Finance and Accounting Department, including tasks such as resolving billing and vendor disputes, maintaining procedures and manuals, auditing statements and receipts, processing accounting data, and administering 1099 reporting. It emphasizes the importance of adhering to all purchasing and purchasing card procedures.
In terms of the Purchasing Card program, the document specifies procedures for the assignment and control of purchasing cards. It states that requests for new cards or changes to existing cardholders should be made by the Department/Division Director. The document highlights the need to report lost or stolen cards immediately to the Purchasing Card Company and the PCA. It also emphasizes that only the employee whose name is embossed on the card is authorized to use it, and personal use of the card is strictly prohibited. The document sets spending limits determined by the Department/Division Director and mentions that purchases should be made within the single purchase limit. It explicitly states that splitting charges to stay within the limit is considered an abuse of the program. Additionally, the document specifies that vendors must be requested to provide documentation for all orders placed by telephone. Furthermore, it states that all purchased items must be delivered to the appropriate department.
Overall, the document provides comprehensive procedures and guidelines for the Finance and Accounting Department and the Purchasing Card program in Polk County, Florida, including specific instructions for card usage, spending limits, vendor communication, and delivery requirements.