DOCUMENT

POL - PCARD 2009

  • YEAR CREATED: 2009
  • ENTITY TYPE: City/Township
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is an acknowledgment of responsibilities for employees who hold the City of Los Angeles Purchasing Card. The card is intended for the purchase and payment of materials required for the conduct of City Business and should not be used for personal purchases. Unauthorized use of the card can be considered misappropriation of City funds and may result in disciplinary action. The card must be surrendered upon termination of employment or transfer to another City department. The employee is responsible for maintaining the card's security and must immediately notify USBank and the City's Program Administrator in case of theft or loss. By following the procedures outlined in the City's Purchasing Card Manual, the employee relieves the City and themselves of liability for fraudulent use. Failure to abide by the lost or stolen card procedure will make the employee responsible for any charges made against the card. The card is issued in the employee's name and should not be used by anyone else. Internal control procedures may require the employee to produce the card, receipts, and statements for auditing purposes. The employee will receive a statement reporting all activity during the statement period and is responsible for resolving any discrepancies. All charges will be billed to and paid directly by the City, and personal charges will be considered misappropriation of City funds. The employee should only charge purchases consistent with those authorized by their manager. The card is not provided to all employees and may be revoked based on change of assignment or location. The employee has been given a copy of the Purchasing Card Program Cardholder Manual and understands the requirements for the card's use. Willful violation of the agreement may result in the employee reimbursing the City for all charges incurred and any related fees for collection. The document includes spaces for the employee's and supervisor's names, signatures, and dates.
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