responsible for monitoring sales tax and unauthorized transactions and ensuring statements are monitored in a timely manner. The coordinator is the primary contact to the Card Administrator.
Review receipts for sales tax and unauthorized charges.
Retain all charge slips and receipts until statement arrives.
Match receipts to transactions/statement and code individual receipts for payment.
Notify Purchasing Card Administrator in 3 to 5 days of any unresolved disputes.
Notifying Purchasing Card Administrator of lost or stolen cards.
Requesting Purchasing Card Administrator to cancel a Cardholder's card (e.g., terminated or transferred employees, and loss of purchasing card privileges) as approved by Department Director.
Collect canceled cards from Cardholders and forwarding to Purchasing Card Administrator.
The Purchasing Card may not be used for personal expenses, entertainment, cash and other blocked merchant codes.
Ensure the card is used for legitimate business purposes only.
Maintain the Purchasing card in a secure location at all times.
Not allow other individuals to use the card.
Adhere to the purchase limits and restrictions of the Purchasing Card.
Items listed on price agreements that are the result of bid awards cannot be purchased using the Purchasing Card without the issuance of an open purchase order.
The city is exempt from sales tax. Staff must request tax exemption prior to the purchase.
Obtain and reconcile all sales slips, register receipts, and/or Purchasing Card slips.
Give above receipts to Department Coordinator for reconciliation in a timely manner.
Assist coordinator in resolving disputes or billing errors.
Not accept cash in lieu of a credit to the Purchasing Card account.
Agree not to use another Cardholder's card to circumvent the purchase limit.
Immediately report lost/stolen card.
Return the Purchasing Card to the Purchasing Agent upon terminating employment.
Report erroneous transactions to the Purchasing Agent.
Process transactions, if designated by Department Director.
The Purchasing Agent is responsible for the Purchasing Card program.
Responsibilities include:
Main contact between card issuer and City.
Reviewing Department cardholder approved applications.
Submit completed application to the card issuer and take receipt of Purchasing Card.
Provide training to department coordinators and cardholders.
Handle disputed charges/discrepancies not resolved by Cardholder or Department Coordinator.
Secure revoked Purchasing Cards and submit information to the card issuer.
APPROVED BY: POLICY DATE: REVISED DATE: