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~, REVIEW OF MONTHLY ACCOUNT <br />1) Central bill is sent to the Procurement Card Pro ram Administrator. Individual statem n <br />9 e is are sent to the <br />cardholders that will list the cardholder's transaction(s) for that period. <br />2) The Cardholder shall verify each transaction listed with copies of the receipts and/or any shipping documents to <br />reconcile the monthly statement. The careful matching of complete supporting documentation to the monthly <br />statement is vital to the successful use of this program. The cardholder shall verify that any credits or <br />adjustments have been made. After this review, the cardholder shall sign the monthly statement and present the <br />statement and receipts to his/her manager/supervisor/department head for approval and signature. <br />3) The approving manager/supervisor shall check the cardholder's monthly statement and confirm with the <br />cardholder the following items: <br />a. The products were received; <br />b. The cardholder has complied with applicable procedures, including this policy and procedure; <br />c. Purchase documentation; <br />d. Accounting codes are specified; <br />e. Public purpose. <br />All purchases and monthly statements are subject to audit. <br />POLICY <br />AUTHORIZED PROCUREMENT CARD USE <br />A. In compliance with the Procurement Card Policy, use of the Procurement Card shall be limited to the following <br />conditions: <br />o The total value of a single transaction shall not exceed a cardholder's single purchase limit. A purchase SHALL NOT <br />be split into multiple transactions to stay within the single purchase limit. Spending limits shown on the agreement form <br />(Attachment B) will be adhered to by all cardholders. When paying registrations to conferences, booking <br />airlines/transportation tickets, and paying for hotel rooms it is acceptable to process as separate transactions by <br />participant if paying as a group would exceed the single purchase limit. The cardholder needs to plan ahead in these <br />situations to be certain that the monthly limit will be adequate for the total expense. Permission to increase the monthly <br />limit must be processed on Attachment C. <br />o It is an expectation that the cardholder will submit all required documentation for the transactions to the Manager for <br />approval. This information is to be sent to the Finance Department no later than the 18th of the month following the <br />statement cycle. <br />B. The Procurement Card may be used for travel purposes (hotels, airfare, etc.) if the Department Head has authorized <br />that use for the cardholder. <br />The Finance Director reserves the right to increase or decrease liberties or limitations on card use as deemed necessary. <br />C. When a County employee travels on business and uses their procurement card for meals, the employee must retain <br />the restaurant charge receipt including the detail list of food purchased (per diem limits must be used for all meals unless <br />otherwise approved). The employee shall note the meal that the charge is for (breakfast, lunch, or dinner) and shall list all <br />the attendees who participated in the meal, if applicable. These receipts plus a copy of the employees entire travel <br />voucher (for the trip which the meal was incurred) must be submitted with the credit card statement for audit purposes. <br />Page 5 of 11 <br />Attachment number 1 <br />F-10 Page 224 of 627 <br />