DOCUMENT

POL - County Public School Purchasing Card Manual 2009

  • YEAR CREATED: 2009
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document provides information and guidelines regarding the use of purchasing cards for employees in the Finance Department. It emphasizes the need for employees to attach a copy of the travel voucher to the hotel bill when submitting it to the Finance Department to support the purchasing card expenditure. It also advises employees attending conferences to stay at hotels with economical rates and explains that charges for hotel accommodations exceeding $200 per night should be explained on the employee's travel voucher. The document also provides guidelines for handling disputes related to purchases made with the purchasing card. It states that if items purchased are defective, the cardholder must return them to the vendor for replacement or credit and should not accept cash or gift cards for returns. If the vendor refuses to replace or correct the faulty item or service, the purchase will be considered in dispute, and the Purchasing Card Provider must be notified within 30 days of the statement date. The document outlines the necessary steps to resolve disputes and provides a link to the Purchasing Card Program website for additional forms and information. Furthermore, the document highlights the importance of reviewing purchases by departments. Cost Center Representatives are required to review each purchasing card expenditure to ensure that the goods or services were necessary and for official use. If a purchase is questioned, the Cost Center Approver is responsible for resolving the issue with the cardholder. Card misuse must be reported to the Purchasing Card Administrator, who will document the misuse and send it to the Cost Center Approver. Management reports are available to assist with the reviews. The document concludes by providing a list of forms that can be requested from the Program Administrator or found on the Purchasing & Distribution Services web page.
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