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Procurement Cards CABARRUS COUNTY PROCUREMENT CARD (P-Card) POLICIES AND PROCEDURES PURPOSE/INTRODUCTION The purpose of the Procurement Card program is to simplify and expedite purchases less than $1 Procurement Card program is intended to supplement the purchasing process, not replace the purchase The Procurement Card is a VISA card issued through Bank of America. i ne oenerits or the rrocurement Gard program include a reduction in the number of small-value requests for payment. The cardholder also acquires increased control and freedom in daily activities. One payment is made to Bank of America for the total dollar amount of VISA card purchases within a billing cycle. The process of the Procurement Card program allows the cardholder to make a purchase from a vendor who initiates the charge that goes to the bank. The transactions are sent weekly to MUNIS from the bank through the Works program. One payment is made by Cabarrus County to Bank of America for all of the transactions made in a billing cycle. DEFINITIONS A. Procurement Card: A charge card issued to a regular or probationary employee of the County for the purpose of making authorized purchases on the County's behalf. The County will issue payment for charges made with the Procurement Card. B. Cardholder: County employee whose name appears on the Procurement Card and is accountable for all charges and the appropriate documentation of all charges made with that card. C. Procurement Card Program Administrator: This is the person responsible for the operation of the Procurement Card program for the County. This person orders cards and handles cardholder inquiries. This person will act as a liaison between the Bank and the cardholder. D. Manager/Supervisor/Department Head: Individual. who reviews and approves a cardholder's monthly statement of account. This person has the responsibility of knowing that the purchase was made for legitimate County business and was for a public purpose. The manager/supervisor/department head should review each original receipt and make certain all documentation is appropriate before signing the original paper statement and sending to the Procurement Card Program Administrator (Finance). E. Purchase Limit: The Procurement Card limits are typically $1,000 per single purchase and $5,000 for a month (billing cycle). Increases in these limits must be approved in advance by the Manager/Supervisor/Department Head and the Finance Director or Deputy Finance Director. F. Statement of Account: Monthly listing of all transactions by the cardholder issued by the bank, which is sent directly to the cardholder. G. Central Bill: The monthly statement for all transactions for Cabarrus County. This bill is paid by the Finance Department at the first of the month following the end of the previous billing cycle. ATTACHMENTS Attachment A - "Procurement Card Request Form" This form must be completed to request a Procurement Card. The card requester must complete pertinent information and submit the form to the Department Head, or Deputy/County Manager for his/her approval. The form is then forwarded to the Procurement Card Program Administrator to order the card. Attachment B - "Cardholders Agreement Form" This form is required to be signed by the cardholder upon receipt of the Procurement Card. Your signature indicates that you agree to comply with stipulated terms and conditions regarding the use of the card. Page 1 of 11 F-10 Attachment number 1 Page 220 of 627