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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
POL - OA4 P-Card Policy 2008
- YEAR CREATED: 2008
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Management
- Policies and Procedures
This document is a procedure manual for the purchasing card (P-Card) system. It provides guidelines and instructions for cardholders, immediate supervisors, purchasing department, and accounts payable/police business support regarding the use, reconciliation, cancellation, and other aspects of the P-Card.
The document outlines the responsibilities of cardholders, including reconciling transactions, contacting vendors to resolve disputes, reporting fraudulent activity, and submitting the monthly statement with receipts to accounts payable. It emphasizes that cash reimbursement for transactions made with the P-Card is prohibited, and any credits or refunds should be credited back to the P-Card used for the initial purchase.
Immediate supervisors are responsible for reviewing and signing off on transactions, ensuring compliance with guidelines, and monitoring purchases made on weekends and holidays.
The purchasing department is responsible for canceling P-Cards, notifying accounts payable/police business support, and ensuring the proper disposal of the cards. Accounts payable/police business support is responsible for removing cardholders and reconcilers from the system, receiving and filing reconciliation envelopes, and providing access to department IDs or accounts.
The document also provides instructions for transferring cardholders to another department, canceling P-Cards, and making limit or MCC blocking changes. It outlines the approval process for limit or blocking revisions and specifies the responsibilities of cardholders, immediate supervisors, and the purchasing department in these cases.
Additionally, the document includes instructions for reporting P-Card loss, theft, or damage, as well as the cancellation or return of purchases. It emphasizes the need for immediate notification to US Bank Canada's customer service, purchasing, and accounts payable/police business support in such situations.
Overall, the document serves as a comprehensive guide for the proper use and management of the P-Card system within the organization, highlighting the prohibition of cash reimbursement for transactions and the requirement to credit any refunds or credits back to the P-Card used for the initial purchase.