CC PACKET 02272018 - Laserfiche WebLink

Home Browse Search

In any instance where a product or service purchased with a City issued Pcard is returned or canceled the transaction must be refunded to the Pcard account. DOCUMENTATION The billing statement from the Pcard issuer does not contain sufficient information to document a purchase made. Appropriate documentation is required for all purchases to verify compliance with this policy and the City’s Purchasing Policy. A copy of the invoice or receipt for payment must be included to verify the amount charged on the card. Receipts from vendors that only list the total charged are not considered sufficient documentation. The receipt must identify all products or services purchased, shipping charges, and sales tax. A printed confirmation of an internet purchase may be sufficient to comply with this requirement. If an invoice is not immediately available, the invoice must be forwarded to the Finance department when it becomes available and additional documentation must accompany the original charge. The City will not be responsible for interest charges accruing as a result of untimely submission of Pcard receipts. Department managers are responsible for reviewing all aspects of the receipts and verifying the validity of the expenditure. The Department manager is also responsible for providing information for the budget account coding so that expenditures are appropriately classified in the City’s financial records. The Department manager will authorize the expenditure for payment by including a date and signature (or initials). REVIEW AND PAYMENT All Pcard statements will be reviewed by the Finance Department for compliance with this policy and to ensure all charges have been accounted for. Additional documentation may be requested from a card user to ensure compliance with this policy and the City’s Federal Purchasing Policy. The City will not use the Pcard account for carrying debt, and payment of the entire outstanding balance of City issued Pcards will typically be made through the City’s normal vendor payment process. The Finance Director reserves the right to pay the Pcard bill outside the normal vendor payment process if necessary to avoid finance charges. CASH WITHDRAWALS No employee of the City shall use the City Pcard to access an ATM for cash withdrawals, with the exception of cash needs due to a defined emergency or disaster. VENDOR CHARGE ACCOUNTS The City has established charge accounts with a handful of vendors to expedite the purchasing process with those respective vendors. These accounts may or may‐not have physical cards accompanying them. All sections of this policy are also attributable to the respective vendor charge accounts. If an account has been established with a vendor, all purchases should be made through that process, unless extenuating circumstances exist. 29