AG 2009 07 20 - Laserfiche WebLink

Home Browse Search

If the cardholder moves from one Department to another within the County, he/she does not need to obtain a new card. The new department will complete the Procurement Card Maintenance Form (Attachment C) and forward it to the Procurement Card Program Administrator so that he/she may update the information in MUNIS and the Bank of America website. MAKING A PURCHASE The departments may set up any internal process of checks and balances in addition to the items listed in these procedures. Procurement procedures permit acquisitions of products if their value is within the limits set for the cardholder. It is not required, but highly recommended, that the cardholder seek competition when making purchases. Please remember the card is a privilege, not a right, and all purchasing policies and rules apply to the Procurement Card purchases. Whenever a Procurement Card purchase is made, either over the counter or by telephone/internet, documentation shall be retained as proof of the purchase. Such documentation will be used to verify the purchases listed on the cardholder's monthly statement of account. When the products are received, retain all shipping documentation with the following information on the receipts: A. When the purchase is made over-the-counter, the cardholder shall retain the invoice and "customer copy" of the charge receipt. The following information should be listed on the receipt. oVendor name and address o Date oQuantity oFull Description of item(s) oTransaction Amount oSales tax oAccounting Code Public Purpose B. To acquire goods over the Internet, the cardholder must obtain an electronic confirmation from the vendor and print the screen that should include information indicated under A. above. This must be submitted along with the packing slip/receipt. Be sure the vendor charges to the correct card number. C. To acquire goods over the phone, the cardholder should obtain afaxed/e-mailed confirmation order from the vendor with the name of the person taking the order. This must be submitted along with the packing slip/receipt. Details to document are as follows: o Name of the customer service representative with whom you spoke. o Date o Cardholder's telephone number o Complete delivery address o Complete description of items purchased o Vendors order number o Accounting code o Public purpose D. IMPORTANT: If the Cardholder does not have documentation of a transaction, he/she will print and attach the accounting lines for the transactions and write a full description of the item(s) purchased and public purpose of the purchase. The cardholder and Manager/Supervisor/Department Head must sign off on this information before the documentation is sent to Finance with the statement and other receipts. These signatures indicate that the cardholder and manager know that the items were purchased for county business, the items were received and that a public purpose was served. Page4of11 Attachment number 1 F-10 Page 223 of 627