PCARD POLICY AND PROCEDURES MANUAL New.doc

The document outlines the policies and procedures manual for the Purchasing Card Program of the City of Clarksville, Tennessee. It introduces the purpose of the program, which includes expediting purchasing and payment processes, replacing local vendor credit accounts, and reducing the need for petty cash. The Purchasing Card (PCard) is a VISA card issued through the city's bank agreement with J.P. Morgan (Chase). Each department has a Department Administrator responsible for managing cardholders and reconciling statements. The document details spending limits, card usage guidelines, conditions for use, and responsibilities of cardholders. It emphasizes that the PCard should only be used for official city purchases, not personal expenses, and provides instructions on handling transactions, documentation, reconciliation, and payment procedures. The manual also covers transaction approval, disputes, requests for new or changes to cards, lost or stolen cards, employee transfers or terminations, departmental requirements, special conditions, and training acknowledgments.