Laserfiche WebLink
DISPUTED ACCOUNTS <br />Cardholder Responsibilities <br />Procurement Card Returns: If items purchased with the Procurement Card are found to be unacceptable, received in <br />error, damaged and/or defective, duplicate order, etc., the cardholder should contact the vendor to explain the problem <br />and inquire about return policies. This would include obtaining replacement or correction of the item as soon as possible. <br />If the vendor has not replaced or corrected the item by the date the cardholder receives his/her monthly statement, then <br />the purchase of the item will be considered in dispute. A credit will be issued for the required amount upon resolution of <br />the dispute. If an item has been returned and a credit voucher received, the cardholder shall verify that this credit is <br />reflected on the next monthly statement. <br />If credits are not listed on the monthly statement, the appropriate transaction documentation shall be retained by the <br />cardholder or administrator until the credit is downloaded to the Procurement Card System and shows on the next <br />monthly statement. <br />If, by mistake, a personal purchase is made on the Procurement Card, notify the Manager/Supervisor/Department Head <br />and/or the Program Card Administrator and immediately call the vendor to delete the charge to the VISA card. Make sure <br />a credit slip is issued and the purchase is charged to a personal credit card. If the cardholder realizes at a later date that <br />a personal charge was placed on the card the cardholder must notify the Manager/Supervisor and the Procurement Card <br />Program Administrator and reimburse the County for the charge. If personal charges are placed on the card a second <br />time the card may be suspended for up to 60 days. After the card is reinstated, if another personal charge is made on the <br />card, the card may be permanently revoked and disciplinary action, up to and including dismissal, may be taken. <br />CARDHOLDER SEPARATION <br />Prior to separation from the County, the cardholder shall surrender the Procurement Card to the Manager along with any <br />outstanding receipts. The Manager is required to notify the Procurement Card Program Administrator immediately of the <br />employee's final date of employment so that the card account can be closed. The Manager may destroy the card. The <br />Manager should send the Procurement Card Maintenance Form to Finance indicating that the card has been destroyed. <br />Page 7 of 11 <br />Attachment number 1 <br />F-10 Page 226 of 627 <br />