Report lost or stolen cards immediately to the card issuer. A representative is available to assist you 24 hours a day, 365 days a year. In addition, cardholder must notify the Department Coordinator and the Card Administrator of the lost or stolen card.

PHONE NUMBER: 800-248-4553

There may be certain situations when a vendor receives a decline message when processing your Purchasing Card transaction. If you do not know the reason for the decline, contact the card issuer for an explanation. If the decline was in error, the Cardholder should immediately contact the Purchasing Card Administrator for assistance. Note: as a security feature, the card will deactivate on the third attempt to process and is declined.

Emergency transactions over $1,000 may not be handled with the Purchasing Card. For any transaction that does not meet the spending controls assigned to the card, the Cardholder must contact the Purchasing Agent for assistance.

During the declaration of a disaster, credit limits may be increased as need arises as long as transactions are authorized in accordance with EOC policies.

Vendors must issue a credit to your card account for any item they have agreed to accept for return. This credit will appear on a subsequent statement. Do not accept cash in lieu of a credit to the Purchasing Card account.

Always attempt to resolve any disputes or billing errors directly with the vendor. In most cases, the vendor will issue a credit to the card account. If an agreement cannot be reached with the vendor, please contact the card issuer. See the attached Dispute Form which may be required by the card issuer for disputed transactions. Nearly all issues can be resolved using this process.

The City of Balch Springs is exempt from most forms of sales tax. Even though the Purchasing Cards will state that we are exempt, it is the responsibility of the cardholder to remind all merchants of our tax-exempt status. All cardholders should carry with them a tax-exempt certificate verifying our status in case the merchant is a new vendor to the City. These certificates are available from the Purchasing Agent.

The Director is responsible for selecting the option of how the program is monitored and processed in each department / division.

Option 1: Director assigns a single coordinator that is responsible for all cardholders including monitoring for sales tax, unauthorized transactions processing transactions into the STW including the upload of receipts. Additionally, the coordinator is the primary contact to the Card Administrator.

Option 2: Director assigns a coordinator and cardholders as an intermediate. Cardholders are responsible for processing transaction into STW, including the upload of receipts. The coordinator is

APPROVED BY: POLICY DATE: REVISED DATE: