DOCUMENT

Policies & Procedures - P-Cards - AZ Dept of Transportation 2008

  • YEAR CREATED: 2008
  • ENTITY TYPE: State
  • TYPE OF DOCUMENT: POL - Policies/Procedures
This document is a set of guidelines and procedures for the procurement section of a department, specifically focusing on the process of applying for and using a purchasing card (P-Card) for making purchases. The document provides detailed steps for completing the P-Card application, emphasizing the importance of filling out all information accurately and ensuring proper signatures. It explicitly states that scanned, faxed, or emailed copies of the application are not acceptable and may lead to rejection. Additionally, the application must be signed by the same person authorizing it, depending on the division within the department. Once the application is approved, it is forwarded to US Bank for card issuance. The Program Administrator reviews all applications and either approves or rejects them, providing an explanation for any rejections. Upon receiving the card, the cardholder must undergo training arranged by the Program Administrator before the card can be activated. The cardholder is also required to sign an ADOT/US Bank Purchasing Cardholder Terms and Conditions form. The document outlines the responsibilities of the cardholder, which include complying with all purchasing card policies and procedures, reporting lost or stolen cards, and maintaining logs and documentation of purchases. It also specifies that the cardholder must identify and be aware of the person responsible for performing data entry. Furthermore, the document details the responsibilities of the Program Administrator, such as coordinating with other departments and monitoring payments for compliance. Additional information is provided on maintaining a purchasing card log, retaining receipts, and reconciling monthly statements. It gives instructions for resolving discrepancies and reallocating transactions within the US Bank system. The process for signing and submitting the monthly statement and purchasing card log is also outlined. Overall, the document offers a comprehensive overview of the process and responsibilities related to applying for and using a purchasing card within the department's procurement section, including the cardholder's responsibility to identify the person responsible for data entry.
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