• Receive, review and reconcile Purchasing Card statement.
• Download statement transactions to the financial software (STW).
• Review usage of Purchasing Card data.
• Ensure that lost or stolen cards have been closed by the card issuer.
• Submit cardholder requests.
• Assist the Department Coordinator with erroneous declines and emergency transactions.

REQUIREMENTS FOR RECEIVING A PURCHASING CARD

Before receiving a Card, the requesting cardholder must attend training on the purchasing policy. The cardholder is required to sign Purchasing Card Cardholder Agreement. By signing the agreement, the employee acknowledges their attendance in a training class and indicates that they understand the intent of the program, and will comply with all guidelines of the Policy as well as all other City of Balch Springs Policies relating to the expenditure of funds.

PURCHASING CARD MAINTENANCE AND CLOSURE

All contact with the card issuer for card set up, maintenance and closure (except for reporting lost or stolen cards) will be handled by the Purchasing Card Administrator.

The Purchasing Card Administrator is required to close an account if a Cardholder: (a) moves to a new job in which a Purchasing Card is not required, (b) terminates employment or (c) for any of the following reasons which will also subject Cardholder to disciplinary action in accordance with City of Balch Springs Policies relating to disciplinary action and termination for cause:

• The Purchasing Card is used for personal or unauthorized purposes.
• The Purchasing Card is used to purchase alcoholic beverages or any substance, material, or service which violates policy, law or regulation pertaining to the City of Balch Springs.
• The Cardholder allows the card to be used by another individual.
• The Cardholder splits a purchase to circumvent the limitations of the Purchasing Card or state law-bidding provisions.
• The Cardholder uses another Cardholder's card to circumvent the purchase limit assigned to either Cardholder or the limitations of the Purchasing Card.
• The Cardholder fails to provide Department Coordinator with required detailed receipts.
• The Cardholder fails to provide, when requested, information about any specific purchase.
• The Cardholder does not adhere to all of the Purchasing Card policies and procedures.

AUDIT ASSISTANCE

The Purchasing Card Administrator and/or an Auditor will perform periodic audits of compliance with the guidelines of the Purchasing Card program, City policy relating to the expenditure of organization funds, as well as Cardholder statements and other required documentation.

APPROVED BY: POLICY DATE: REVISED DATE: