Upcoming Webinars
Access the latest trends and insights shaping the profession—free for members.
.png)
 (1).jpg)
_1.jpg)
.jpg)
.jpg)
.jpg)
.jpg)
.png)
.jpg)
.jpg)
.jpg)
Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
POL - P Card Policy
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Policies and Procedures
The document provides guidelines and responsibilities for using the Visa Purchasing Card in the City of Coral Gables. The document emphasizes that while the card is issued in the cardholder's name, it carries certain responsibilities. The cardholder is responsible for contacting vendors and obtaining credit for sales tax charged on purchases, even for out-of-state purchases.
Proper documentation is crucial, and the document states that missing receipts or supporting documentation may result in the cancellation of the purchasing card and disciplinary action. It outlines the payment and invoice procedures, mentioning that individual billing statements will be sent to the cardholder's office, while consolidated statements will be sent to the Accounting Division of the City's Finance Department. The cardholder must review the statement, note any errors or disputes, and have it reviewed and signed by their supervisor before forwarding it to the Finance Department for payment. Copies of statements and receipts must be maintained by the department's purchasing liaison for audit purposes.
Dispute procedures are explained, stating that cardholders have 60 days from the date of purchase to file a dispute. Defective items or purchases where sales tax cannot be credited must be pursued through the dispute process. The document provides steps for prompt settlement of disputes, including filling out a Dispute Form and submitting it to the card issuer. If an agreement cannot be reached, the card issuer will determine responsibility for the transaction and settle the dispute accordingly.
The document also highlights the role of Department Directors and/or Department Liaisons in reviewing purchasing card expenditures to ensure they are necessary and for official use. Purchasing card activity reports will be reviewed by the Procurement Division for adherence to city policies and procedures. The Finance Department is responsible for ensuring timely payment of charges, and failure to comply with the policy may result in the removal of privileges and disciplinary actions. The document includes an Exhibit A, which is a SunTrust VISA Purchasing Cardholder Information Form, and an Exhibit B, which is an Agreement to Accept the Visa Purchasing Card.