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The Purchasing limit is the dollar limit per transaction and per month. The single transaction amount is $1,000. The standard monthly limit is $5,000. Exceptions can be made in limits with Manager/Supervisor/Department Head and Finance Director or Deputy Finance Director's approval. The requests for limit increases can be time limited or ongoing. A department may also ask for more strict limits. All exceptions to policy are required to be submitted in writing on the Procurement Card Maintenance Form (Attachment C). CARD SECURITY It is the cardholder's responsibility to safeguard the Procurement Card and account number to the same degree that a cardholder safeguards his/her personal credit information. The unique Procurement Card that the cardholder receives has his/her name embossed on it and shall be used by the CARDHOLDER ONLY. NO OTHER INDIVIDUAL IS AUTHORIZED to use the assigned card. If it is determined that this policy is not followed, the cardholder may have the card withdrawn. The cardholder may make transactions on behalf of others in their division. However, each cardholder is personally responsible and held accountable for the use of his/her card. Please note that the vendor may not accept a card from someone other than the cardholder. THE CARDHOLDER MUST NOT ALLOW ANYONE TO I. E HIS/HER ACCOUNT NUMBER. A violation of this trust will result in that cardholder having his/her card withdrawn and facing disciplinary action, which may include termination. Lost and stolen cards shall be immediately reported to the Bank at 1-888-449-2273. Representatives are available twenty-four (24) hours a day. Advise the representative that the call is regarding a VISA Procurement Card. The Cardholder shall notify the cardholder's manager/supervisor/department head and the Procurement Card Program Administrator of the lost or stolen card as soon as possible. The cardholder shall not be personally liable for charges incurred from a lost or stolen card if the loss has been properly and timely reported. A new card shall be promptly issued to the cardholder after the reported loss or theft. A card that is subsequently found by the cardholder after being reported lost shall be forwarded to the Procurement Card Program Administrator. PROCEDURES RECEIVING A PROCUREMENT CARD The Department Head may propose personnel to be cardholders by submitting the signed and approved Procurement Card Request Form, (Attachment A) to the Procurement Card Program Administrator who orders the card from the Bank. The Finance Director reserves the right to run credit and/or criminal records checks on an employee before a card is issued or at any time while the employee has a Procurement Card. The request form must have the signatures of the cardholder, Manager/Supervisor/Department Head and County Manager or Deputy County Manager prior to ordering the card from the Bank. If an exception to the standard spending limits is requested the Finance Director or Deputy Finance Director shall approve. It takes approximately five (5) business days for the Procurement Card Program Administrator to receive the cards. The Procurement Card Program Administrator will notify the cardholder after the card has been received from the Card Issuer (Bank). The Procurement Card Program Administrator shall maintain all records of Procurement Card requests, limits, cardholder transfers and lost/stolen/destroyed card information. The cardholder shall be issued a copy of this Policy and Procedure, and upon receipt of their card, shall be required to sign the Cardholder's Agreement (Attachment B), indicating that the cardholder understands the procedures and the responsibilities of a cardholder. The Cardholder's Agreement must be signed by the cardholder upon receipt of the Procurement Card and returned to the Procurement Card Program Administrator. Page 3 of 11 Attachment number 1 F-10 Page 222 of 627