Purchasing Card and Department Card Program Procedures 02-04-2020.docx

The document outlines the procedures and guidelines for the Pilot Purchasing Card (P-Card) and Department Card Program in the Town of Purcellville. It covers the policy, objectives, responsibilities of various roles such as the Director of Finance, Card Administrator, Approving Officials, Accounting Manager, Accounting Specialist, and Cardholders. The usage guidelines include obtaining a card, card limits, merchant restrictions, card designs, and approved usages. It emphasizes that the cards are for official town business only, detailing specific restrictions on transactions like alcoholic beverages, cash advances, entertainment, firearms, and gift cards. The document also highlights the importance of documentation, including original receipts, and provides instructions for handling missing documentation. Additionally, it addresses food and beverage documentation requirements, limitations on individual card use for travel and training, and the responsibilities of cardholders in terms of security, reporting lost/stolen cards, and returning cards upon separation from employment.