DOCUMENT

POL - Procurement Card Policy - Gwinnett County GA 2009

  • YEAR CREATED: 2009
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document outlines the policies and procedures for the Gwinnett County Government Procurement Card Program. It emphasizes the importance of proper control and accountability over the procurement card transactions. The document states that any disputes or discrepancies must be investigated and resolved immediately. The Financial Analyst, Treasury Division is responsible for granting system access to authorized users and ensuring proper general ledger coding of the transactions. The document also highlights the responsibilities of various individuals and departments involved in the program. The Disbursements Manager, Treasury Division is responsible for reviewing the monthly reconciliation of the procurement card statements and resolving any discrepancies. The Performance Analysis Director or designee is responsible for auditing the program annually and addressing any violations with the relevant directors or officials. The Treasury Division Director and Purchasing Division Director are responsible for coordinating the control over the program, including the issuance and charges allowed under the program. Any misuse of the procurement card must be reported to the offender's department director or appropriate elected official. The document provides guidelines for the procurement card control, including the issuance of cards only to authorized cardholders who have signed the Procurement Card Agreement. The cardholder is responsible for all transactions, and delegating the use of the card is only permissible to authorized users. The document also mentions the safekeeping of the procurement card and the need to immediately cancel the card when a cardholder terminates employment or assumes a position that does not require the card. The document specifies the dollar limits of the procurement card, with a maximum initial limit of $50,000 and a single transaction limit of $5,000. It also mentions that certain charges are excluded from the program, such as alcoholic beverages, personal vehicle charges, and gifts for employees or their family members. Proper documentation and receipts are required for all procurement card transactions, and they must be coded on the Countywide procurement card transaction form. The document also mentions the distribution of procurement card statements and the deadlines for submitting supporting documentation. Additionally, the document introduces the role of the Department Procurement Card Liaison, who is responsible for monitoring card usage within their department. If a cardholder does not receive their procurement card from the Card Liaison after two weeks, the Department Procurement Card Liaison must send a notice. Overall, the document provides a comprehensive overview of the policies and procedures governing the Gwinnett County Government Procurement Card Program, emphasizing the importance of control, accountability, and adherence to guidelines. It also includes the role of the Department Procurement Card Liaison in ensuring timely card distribution.
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