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6 <br />9. What if the Vendor Does Not Accept Purchasing Cards? <br /> <br />If a supplier or merchant does not accept the Purchasing Card, use another method of <br />procurement such as a purchase order, claim voucher or vendor charge account. <br /> <br /> <br />10. What are the Guidelines for Sales Tax? <br /> <br />The City is subject to Sales and Use Tax on most items. Governmental entities do not pay <br />local, transit and various other taxes. If there are questions regarding tax, contract the <br />Program Administrator. <br /> <br /> <br />11. What are the Delivery Instructions? <br /> <br />If materials are received at the City, reception staff must know how to get the package to <br />you. Make sure complete shipping instructions are given when placing orders. Along <br />with cardholder name and credit card number, confirm with the supplier or merchant that <br />the department name and delivery location must also appear on all shipping documents. <br /> <br /> <br />12. What About Receipts for Memberships, Dues, Subscriptions, and Conference <br />Registrations? <br /> <br />For purchases in which a receipt is not normally given, use a copy of the completed <br />application or order form as a receipt. It should clearly indicate payment was made using <br />the Purchasing Card. The receipt should also clearly indicate tax paid and shipping costs. <br /> <br /> <br />13. How are Charges Paid? <br /> <br />All transactions processed during a weekly cycle will be indicated on a weekly statement <br />of account. Actual payment will be transacted automatically through electronic bank <br />transfers every month. <br /> <br />The procedure for verifying the weekly cardholder’s printouts can be set by the <br />departments. The end result must include review of the weekly printout for accuracy and <br />public purpose, including the dollar amounts and the accounting codes, the attachment of <br />the original transaction receipts, a brief purpose description, the c ardholder’s signature, <br />and the appropriate supervisor approval. The printout must be forwarded to the Program <br />Administrator by the Tuesday of the week following the transactions. <br /> <br /> <br />14. What if there is an Incorrect Billing? <br /> <br />If you have a problem with a billing, try to reach an immediate resolution with the <br />supplier or merchant that provided the item. Your receipt will be the key document. The <br />supplier or merchant should issue credit for a billing correction. This credit may appear <br />on the next weekly statement. <br /> <br />If an agreement cannot be reached with the supplier or merchant, the next step is to