The Purchasing Card (P-Card) is a credit card that can be used for small purchases and travel related expenses. It is a fast and flexible tool which offers an alternative to the existing purchasing processes and provides an extremely efficient and effective method for purchasing and paying of small dollar items with a total value of $2,000 or less per transaction. Dollar limits are programmed on an individual basis as set and approved by the Department Director.

The card works just like your personal credit card, except all charges are paid in full by the City of Balch Springs. It is to be used only for the purchase of small dollar items. City of Balch Springs spending limits are set per individual at the request of the Department Director. Single transaction limits may not exceed $2000.

The City of Balch Springs requires that certain types of vendors be blocked from Purchasing Card use. Among these are entertainment, beer and wine stores, gambling establishments, and cash transactions. Transactions will be blocked at the point-of-sale level.

The Administrator coordinates the Purchasing Card program for the City and acts as the City's contact with the card issuer.

Department Director is the City official that authorizes issuance of cards to employee's and is responsible for all transactions made by the authorized employee.

Department Coordinator is the designated employee responsible for reviewing transactions of individual Cardholders and provides the necessary accounting codes for purchases. This person is the designated contact to the Purchasing Card Administrator.

Cardholder - An employee of the City of Balch Springs that is approved by his/her Department Director to use the Purchasing Card to execute transactions on behalf of the City.

Vendor - The merchant from whom a Cardholder makes a purchase.

Cardholders should always treat the City of Balch Springs Purchasing Card with at least the same level of care as one does their own personal credit cards. The card should be maintained in a secure location and the card account number should be carefully guarded. The only person entitled to use the card is the person whose name appears on the face of the card. The card may not be lent to another person for any reason.

All other documentation concerning the Purchasing Card program will be maintained by the Purchasing Card Administrator. This documentation includes, but is not limited to, applications, Cardholder Agreements, reconciliation of accounting statements, and copies of transmittals and correspondence with the card issuer.

The Purchasing Card is a corporate charge card and will not affect personal credit. It is each cardholder's responsibility to ensure that the card is used within the guidelines of this Program. Failure to comply with program guidelines may result in permanent revocation of the card, notification of the situation to management, and disciplinary action in accordance with City Policy relating to disciplinary action and termination.

APPROVED BY: POLICY DATE: REVISED DATE: