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HomeMy WebLinkAbout2014 PolicyCity of Sebastian 1007 Sigerceaa��a:, '�1� Coe. Numh•r. wSection: ACCOUNTS PAYABLE SE•sss� POLICY AND PROCEDURES MANUAL <L- y ADMINISTRATWE SERVICES DEPARTMENT Subject: Purchasing Card ase x ours ewe Scene and Pumose A. Scope: The City of Sebastian Purchasing Card Program is designed to improve efficiency in processing low dollar purchases from arty merchant/vendor that accepts the Visa credit card. Many of our current suppliers, being paid by invoice, and/or by the purchase order system, will accept the Visa credit card. This program will allow the Cardholder to purchase approved commodities and services directly from our vendors. Each Purchasing Card is issued to a named individual and the "City of Sebastian Official Use Only" is clearly shown on the card as the Governmental buyer of goods and services. The Administrative Services Division will monitor the performance of the program. All questions or concerns should be directed to your DeparanentlDivision Purchasing Card Representative, or the Administrative Services DeperhnenL B. Purpose: The purpose of these policies and procedures is to accomplish the following • To provide an efficient method of purchasing and paying for commodities and services. • To ensure Purchasing cad purchases we in accordance with the City of Sebastian ordinances, policies and procedures. • To reduce the time spent processing low dollar transactions. • To ensure that the City of Sebastian bears no legal liability from inappropriate use of Purhaing Cards. • To provide for disciplinary action if the Purchasing Card is misused. • To purchase from new vendors without a credit application. • To purchase from vendors who require payment at time of purchase. The policies end procedures provided herein are minimum standards for Departments/Divisions. Departments/Divisions may establish additional controls if necessary. Procedure The Purchasing Card module simplifies the procuemeaVdisbursement process. Procurement responsibility is delegated to the Depmtrnent/Division enabling an authorized Cardholder to place an order with the vendor. When the supplier at the point -of -sale requests a purchase authorization, the Visa Purchasing Card system validates the transaction against preset limits established by the employee's DepartmeauDivision. All ttans"ons are approved or declined (electronically) based on the Purchasing Card authodulion criteria established. The authorization criteria may be adjusted periodically as needed and may include, but is not limited to the following. • Purchase limits established in Purchasing Ordinance No. OA6-01. • Single purchase limit as set by the Department/Division (not to exceed $250.00). • Monthly spending limit. • Approved Merchant Category Codes. • Number of transactions authorized per day. Dale: 0%5/14 1 1 of 13 City of Sebastian Sueerwaes. Coe. Number 1007 SEt�N I Section: ACCOUNTS PAYABLE POLICY AND PROCEDURES MANUAL — ADMINISTRATIVE SERVICES DEPARTMENT Subject Purchasing Card ina w ruva woo Number of transactions authorized per month. The authorization process occurs through the electronic system that supports the Purchasing Card processing services under the City of Sebastian agreement with Bank of America. The following is a summation of the responsibilities of the individuals and the Departments/Divisions involved in the Purchasing Card Program Administration. Cardholder • Complete training on the Purchasing Card Program. • Maintain, possess, and secure the Purchasing Card. • Adhere to the City of Sebasfran's Purchasing Ordinance No. 0-0&01 and Purchasing Procedures. • Obtain sates reeeiptsfinvoices for all transactions. Review purchases with Supervisor end submit all documentation to the Department/Division Purchasing Card Representative on" the purchase is complete. • Review monthly statement and identify disputed charges • Notify Purchasing Card Program Administrator and Bank of America of any lost or stolen cards. Departments/Dlvisfon Purchasing Card Representative - Individual(s) designated by the Department(Division head. • Identify with Cardholder and the Administrative Services Department default accounting information and purchasing limits and/or restrictions. • Ensure Cardholder completes raining on the Purchasing Card Program. • Ensure Cardholder received commodities or services before payment. Verify the accumey of organization codes, object codes, and project codes. • Review and submit completed & approved sales receiptsrnvoices to the Administrative Services Department. Participate in resolving disputed items. Ensure sufficient budget exists to cover all expenditures to date and available balances on ell cards. If budget not available, submit budget transfer form and/or recall card(s). Department/Division Head • Request Purchasing Cards and spending limits for designated employees. • Determine employee's need for purchasing card. • Determine class of card to be issued (Class A, travel only: Class B, commodities only: Class C, open to both travel and commodity purehases). • Set Deparancel/D'rvision spending limits within established guidelines. • Coordinate training and confirm Cardholder's understanding of the Purchasing Card Program. • Retrieve Purchasing Cards from Cardholders who terminate emgloymenL Date: 05/05/14 1 2 of 13 City of Sebastian s"e82OOB°' Cove Number. 1007 $ Section: ACCOUNTS PAYABLE .' POLICY AND PROCEDURES MANUAL ADMINISTRATIVE SERVICES DEPARTMENT Subject Purchasing Card iv n rate a.•o Evaluate the need to cancel or reissue cards when employees transfer or promote. Ensure the Administrative Services Department is notified of employee transfers or terminations. Review and monitor activity of all purchasing cards issued to Department/Division. Provide disciplinary action for improper use of the Purchasing Card. Administrative Services • Approves end disapproves purchasing card requests. • Issues and cancels purchasing cards. • Approves restrictions and limits for each Cardholder. • Pursues supplier discount opportunities. • Evaluates Purchasing Card feedback from vendors. • Participates in ongoing program reviews. • Maintains Purchasing Card Policy and Procedures, and Cardholders agreements. • Reviews spending reports to ensure that documentation for all transactions are received in a timely member. • Notifies Department/Division Purchasing Card Representative on a weekly basis of any sales receipts / invoices which have not been submitted. • Reviews reports for inappropriate activity. • Monitors compliance with City of Sebastian's Purchasing Ordinance No. 0-06-01 and purchasing procedures. • Reviews purchasing methods when necessary to ensure thin correct purchasing practices are used. • Monitors the progress of the City's goals for Purchasing Card usage. • Maintains a purchasing card to pay invoices submitted through the normal Cash Disbursement procedure. • Receives consolidated statement from Bank of America. • Confirms all charges are authorized by Department/Division Representatives. • Reconciles all monthly charges and receipts to consolidated statement. • Verifies and processes account data into the accounting sofware • Validates available cash and budget. • Processes trareactions and ensures all approved transactions are validated prior to the bill due date. • Participates in resolving billing disputes. • Film and stores statements, receipts, etc. • Administers 1099 reporting Date: 05/05/14 1 3 of 13 City of Sebastian Supsrceaee: Cafe Number. 1007 SPUTM Section: ACCOUNTS PAYABLE POLICY AND PROCEDURES MANUAL ADMINISTRATIVE SERVICES DEPARTMENT Subject: Purchasing Card xma m Hour ewm a. When an over-the-counter purchase is made, the Cardholder must obtain the customer's copy of the sales receipt and/or charge slip. b. All items purchased over-the-counter must be immediately available. No back ordering is allowed. C. The sales receipt/invoice should be submitted to the Department /Division Purchasing Card Representative for review and approval once the transaction is complete. d. Approved sales receipts/invoices should be submitted to Administrative Services w soon as possible but not later than 5 days after the transaction occurs. 3. TELEPHONE ORDERS Purchases must be described in sufficient detail so that the parties to the transaction have a clear understanding of what is being acquired. a. The Cardholder must coufirm that the vendor agrees to charge the Purchasing Card when shipment is made, and not before. Florida Law strictly prohibits payment to a merchant prior to receipt of goods or services except in specific circumstances. b. Provide the merchant with the appropriate delivery information for "Ship to" addresses. Request that your name and "Ship to" address are clearly marked on the outside of the package. c. Instruct the merchant to send the sales receipt/invoice directly to the Cardholder. Cardholder will submit the sales receipt/invoice to the Department/Division Purchasing Card Representative for review and approval. d. Approved sales receipts/invoices should be submitted to Administrative Services as soon as possible but not later than 5 days after the transaction occurs. e. If item(s) is not currently in stock, and is back ordered, remind the merchant that the Purchasing Card cannot be billed until the backordered item(s) is shipped. f. All Items purchased by telephone must be delivered by the vendor within the 30- day bitting cycle. The order should not be placed without this assurance. Date: 05/05/14 City of Sebastian SvperoWes: Code Number 1007 Section. ACCOUNTS PAYABLE SE�STs�,1 � POLICY AND PROCEDURES MANUAL ADMINISTRATIVE SERVICES DEPARTMENT Subject: Purchasing Card xavr ar mxw aaa A. ASSIGNMENT AND CONTROL OF THE PURCHASING CARD I. REQUESTS FOR AND ISSUANCE OF PURCHASING CARDS a. Purchasing cards may be issued to employees who are presently authorized to purchase commodities and services. Generally, these will be the employees who are supervisors, division heads, and or department heeds that order commodities and services for the Department/Division. b. The Purchasing Card will have the employee's name, "City of Sebastian, Official Use Only", the City's tax-exempt number, and the expiration date embossed on the face of the card. Bank of America will not have individual Cardholder information other than the Cardholder's work address. No credit records, social security numbers, etc., of the Cardholder are maintained. c. All requests for new Cardholders m changes to current Cardholders will be done by submitting a "Purchasing Card Request" (Exhibit 3). The completed form will be forwarded to Administrative Services. d. The Department Had and Administrative Services most approve all requests for Purchasing Cards. e. All Cardholders most complete the City of Sebastian Purchasing Card Program training. f. When Administrative Services receives a Purchasing Card from Bank of America, the Cardholder will be required to personally take receipt of the card and sign the "Cardholder Agreement • (Exhibit 4). The Cardholder will be given a copy of the Purchasing Card Policies and Procedures and an oral review of the program. g. The Administrative Services Department will maintain a purchasing card for payment of invoices, for purchases of commodities of $250.00 and greater, and for all services tendered, if card is accepted. LOST OR STOLEN PURCHASING CARDS a. If a Purchasing Card is lost or stolen, the Cardholder must immediately notify Bank of America Commercial Card Services at 1-800-538-8788 and Administrative Services of the loss, verbally and in writing. b. The Cardholder will be responsible for reporting all information necessary to reduce the liability to the City for a lost or stolen card. c. If the Cardholder requires a replacement card immediately, a temporary replacement card can be issued within 24 hours. If the temporary card is requested before 3 PM, the Cardholder should call 1.800-538-8788. After 3 PM and on weekends, call 1- 800-VISA-91 I. There is a $9.00 charge for overnight delivery of emergency replacement cards. If the situation is not an emergency, the Cardholder will receive a replacement card by mail within five (5) to seven (7) business days after notifying Administrative Services and Bank of America d. The Cardholder should be prepared to provide the following information to Administrative Services and the Bank of America representative: • Purchasing Card 16 digit account number. Date: 05/05/14 1 4 of 13 City of Sebastian super edesCoee Number. 1007 SEBasTutN Section: ACCOUNTS PAYABLE POLICY AND PROCEDURES MANUAL ADMINISTRATIVE SERVICES DEPARTMENT Subject: Purchasing Card xmc a ruvui wxv • Address and telephone number as it appears on the Cardholder Profile. • A brief summary of events. TERMINATION OR TRANSFER OF CARDHOLDER a. When an employee terminates their employment with the City of Sebastian or is transferred to another Department/Division, the department head shall collect the Purchasing Card immediately. A Purchasing Card canceled, for any reason, must be destroyed by cutting the Purchasing Card down the magnetic strip and forwarded, with written notice to Administrative Services. b. If the department head is unable to retrieve the Purchasing Card when an employee terminates, or is transferred, they shall immediately notify Administrative Services, and the department head will also notify Bank of America and ensure the Purchasing Card is canceled immediately. c. All merchants who have the Cardholder's card number on file (e.g., subscriptions, travel agencies, mail orders, telephone orders) must be contacted to ensure that the merchant updates its records to reflect that the card was lost, stolen, or canceled, and that they delete the account number on file. B. LIMITATIONS ON USE OF PURCHASING CARD 1. CARDHOLDER USE ONLY Only the employce whose more is embossed on the Purchasing Card may use the Purchasing Card. No other person is authorized to use the card. The Cardholder is responsible and accountable for all transactions that occur on their card. 2. CITY PURCHASES ONLY The Purchasing Card is for official business use only and the purchase of personal or d@allowable goods or services Is absolutely prohlbtred. Misuse of the Purchasing Cud may result in disciplinary action up to and including termination of employment. City of Sebastian Cardholders will be required to reimburse the City, including sales tax, for any purchases that zee found improper or not for official business use. 3. ALLOWABLE AND DISALLOWABLE PURCHASES Standards have been established by the City of Sebastian for what can and cannot be purchased. These standards fall within the statewide guidelines that have been set. Date: 05/05/14 1 5 of 13 City of Sebastian supmmdes: Code Number. 1007 ST POLICY AND PROCEDURES MANUAL Section: ACCOUNTS PAYABLE ADMINISTRATIVE SERVICES DEPARTMENT Subject: Purchasing Card iau v Iona moo Allowable purchases include, but are not limited to: Office supplies Auto repairs & parts Airline tickets Car rentals Lodging accommodations Commodities Disallowable items listed include: Cash advances Alcoholic beverages Tobacco products Entertainment Non -work or personal use items and services Rental or lease of land or buildings Services such as consultants or contractors (except for Administrative Services) 4. DOLLAR LIMITATIONS a. The department head approving the assignment of the purchasing card will set three (3) limits for each Cardholder. A single purchase limit, a single day limit and a 30- day limit. The default maximum limit shall be $250.00 for a single purchase. Request for spending limit changes must be initiated and authorized only by the department head. The department head may impose additional limitations. b. A purchase may be made of multiple items, but the invoice cannot exceed the Cardholder's limit. Dollars limitations shall be established on an individual cardholder basis. Charges for numhases shall not be solit to stay within the sinele purchase limit This will be considered abuse of the Purchasing Card program and can result in cancellation of the card and/or disciplinary action. 5. CARD CLASSES The City of Sebastian has established three (3) card classes to allow departments the flexibility of restricting the types of purchases made by their Cardholders. Cards can be issued in one of the three classes; Class "A" will allow Cardholders to make travel related charges only, restricting all other charges. Class "B" will allow Cardholders to make commodity type purchases only, restricting all other charges. Class "C" will allow Cardholders to make both travel and commodity related charges. Additional restrictions may be added by individual Cardholder(s) or by grouping. Date: 05/05/14 6 of 13 City of Sebastian Supe cedes: C . Nun ec 1007 SrM-•w� / POLICY AND PROCEDURES MANUAL Section: ACCOUNTS PAYABLE ADMINISTRATIVE SERVICES DEPARTMENT Sublea: Purchasing Card ar¢ ar raw, ciao NOTE: If using the Purchasing Card for travel, membership dues, conference, training, or other transactions that require prim approval, make sure all appropriate forms are completed and approved prior to making the purchases. 6. MERCHANT CATEGORY CODES(MCC) The MCC are assigned by VISA to a merchant, which identifies the primary type of goods or services they provide. The MCC are designed to offer every combination possible and are coded to Cardholder's file that precludes purchases from designated types of merchants. The restrictions are imposed at the point of sale if the blocked merchant requests authorization for the transaction. 7. MERCHANT SION-UP It is important to the success of the Purchasing Card Program that merchants interested in doing business with the City of Sebastian via the Purchasing Card receive assistance in doing so. If merchants currently accept VISA credit cards they are already equipped to accept the City of Sebastim's Purchasing Card A merchant who is not currently accepting VISA credit cards should contact: Bank of America's merchant service provider at 1-800-732-9195, their own financial institution, or other merchant service provider. C. PROCEDU FIj yS�Ft PURCHASWG CARD TRANSACTIONS AND PAYMENT 1. TRAINING All Cardholders must wmplete training before they are issued a card. Training for each Department/Division will be coordinated by the DepertmentlDivision Purchasing Card Representative or Administrative Services and may include the following components: Overview of the Program Benefits Key Contacts Program Guidelines City of Sebastian Procurement Ordinance 0-06-01. State Purchasing Laws Bank of America Customer Service Purchasing Card Module and Help Desk Program Policies and Procedures 2. DOCUMENTATION FOR OVER -THE COUNTER PURCHASES Date: 05/05/14 1 7 of 13 City of Sebastian Suoemeaes Coae number. 1001 SEPA`TIAN Section: ACCOUNTS PAYABLE POLICY AND PROCEDURES MANUAL ADMINISTRATIVE SERVICES DEPARTMENT Subject: Purchasing Card we o ueedeo 4. STATE CONTRACTS Unless specifically approved by the Administrative Services Department, it is required that State contract merehanWvendom be used when making purchases of commodities that are available from State term or agency contracts. 5. SALES TAX in all cases, inform the merchant that the purchase is tax-exempt. Purchases made in Florida are exempt from Florida sales and use taxes. The City of Sebastian's tax-exempt identification number is printed on the face of the Purchasing Card and should be sufficient information for the merchant to honor the tax exempt status of the Purchasing Card. Purchases made in other states are subject to that state's sales tax. Examples include lodging, rental cam, and supplies purchased either while traveling or for use in that state. As with all City purchases, the Cardholder most be diligent when dealing with the merchant regarding taxes. The Cardholder will be unable to dispute taxes charged since Bank of America cannot process a charge back to the merchant for taxes. Review the receipt before leaving the store and if taxes were included, request a credit. If an order has been placed by phone or mail order and sales taxes were charged, contact the merchant and request a credit be processed for the amount of the tax charged. 6. MISSING DOCUMENTATION If for some reason the Cardholder does not have documentation of the transaction to submit, the Cardholder must attach a full description of the purchase. Continued incidents of missing documentation may result in the cancellation of the employee's Purchasing Card. if receipts are lost and needed for any reason other than disputed charges, a copy of the receipt can be requested from Bank of America at a cost of $3.00 each. 7. PAYMENT AND DIVOiCE PROCEDURES a. Cardholders should submit sales mosipts/mvoices to their Deperhnent/Division Purchasing Card Representative once the transaction is complete. The Department/Division Purchasing Card Representative will review each transaction, provide proper budget information, and approval. Approved documentation should be submitted to Administrative Services immediately, but not Inter than 5 days following the transaction. Date: 05/05/14 1 9 of 13 City of Sebastian s�peicades: cone Number. 1007 SE � POLICY AND PROCEDURES MANUAL Sector: ACCOUNTS PAYABLE <` y ADMINISTRATIVE SERVICES DEPARTMENT Sublect: Purchasing Card xow m taus e:.un b. The Administrative Services Department will review the spend reports on a weekly basis and will notify the Department/Division Purchasing Card Representative of any outstanding sales receipts/invoices. c. Bank of America will mail an individual billing statement to each Cardholder at their office and one consolidated statement for all Cardholders to the Administrative Services Department. The statements will list all transactions processed during the billing cycle. d. The Cardholder must review the statement with the Department/Division Purchasing Card Representative and note any errors or disputes. The Cardholder will retain their individual billing statement. e. The Administrative Services Department will review the approved transactions in the Purchasing Card Module and validate them for payment. The validation may include checking for available cash and budget, and verifying data in the accounting and/or purchasing fields. f. Once the monthly billing statement is received the Administrative Services Department will enter all of the trana9mtlons into the accounting software and ensure that payment to Bank of America is submitted on or before the due date. D. DISPUTES 1. Cardholder Disputed Items A dispute occurs when a Cardholder questions a transaction that has been charged to their account. There ere several different scenarios, which may lead to disputed items. if the dispute cannot be resolved directly with the merchant, the Cardholder must complete the Cardholder Statement of Disputed Item (SDI) (Exhibit 5), and submit it to the Administrative Services Department no later that 60 days after the billing cycle in which the dispute first appears. The SDI form gives the Cardholder several different dispute options from which to choose: Alteration of Amount. This dispute indicates the amount on the merchant's sales draft differs from the amount of the charge showing in the Purchasing Card Module. A copy of the merchant's sales receipt must be included with the SDI form. Unauthorized Mall or Phone Order. This dispute indicates the Cardholder did not make a purchase indicated in the Purchasing Card Module. The Cardholder certifies that the merchandise or services appearing in the Purchasing Card Module was not ordered or received by the Cardholder. Date: 05/05/14 1 10 of 13 City of Sebastian aupemede8" Cade Number 1007 SUM--- section: ACCOUNTS PAYABLE POLICY AND PROCEDURES MANUAL ADMINISTRATIVE SERVICES DEPARTMENT I Subject: purchasing Card sea a mca . Cardholder Dispute. The Cardholder indicates that a particular transaction took place but there is a problem with the transaction. This selection allows the Cardholder to indicate the dollar amount of the transaction and the reason for the dispute. This meson might be used if the merchandise ordered was different than that received, or the merchandise was damaged during shipment. Credit Not Received. The Cardholder has received a credit slip from a merchant for a particular transaction, however, the credit has not been posted to the Cardholder's account according to the Purchasing Card Module and the credit is between 30 and 90 days old. The Cardholder must include a copy of the credit slip or cancellation number with the SDI form. Imprinting of Multiple Slips. The Cardholder indicates more then one charge was received for the same purchase. Merchandise Not Received. (1) The Cardholder indicates that while the charge is valid, the items have not been received. The Cardholder has contacted the merchant without satisfactory resolution. Florida law prohibits payment prior to receipt of goods or services except in certain circumstances. (2) The Cardholder has been billed for a purchase but has contacted the merchant and canceled the order. The Cardholder will refuse the merchandise if it is delivered subsequent to the cancellation. Merchandise Returned. The Cardholder was charged for the purchase but has since returned the merchandise. The Cardholder most include a description of the circumstances with the SDI form, including postage receipt, if applicable. Inadequate Deseription/Unrecognized Charge, The Cardholder does not recognize the charge and is requesting a copy of the charge slip. NOTE: Receipt of the charge slip does not cancel the dispute. The Cardholder must, after receipt of the charge slip, either authorize the payment for the merchandise and fax back the originally faxed form stating the item is no longer in dispute, or complete another SDI form, indicating the Cardholder did not make the charge. There is a $3.00 charge per request for the charge slips from Bank of America not involving a disputed item. I Am No Longer Disputing This Charge, The Cardholder indicates a previous dispute has been resolved. 2. When a dispute has been determined the Cardholder contacts the Merchant about the transaction and supplies the necessary information to begin the resolution process. 3. The Cardholder then completes the Cardholder Statement of Disputed Items (Exhibit 5), and faxes it to Bank of America at 1-500-253-5946 explaining the resson(s) for the dispute as well as a copy of the statement if the item has been posted. Bank of America will then place the transaction into a disputed status. Date: 05/05/14 111 of 13 City of Sebastian Supers as: Code Number 1007 T1A�� SEB section: ACCOUNTS PAYABLE POLICY AND PROCEDURES MANUAL ADMINISTRATIVE SERVICES DEPARTMENT sublect: Purchasing Card ,xa m rvcw mum 4. If the problem has been resolved between the merchant and the Cardholder, the Cardholder should write the solution agreed upon on the bottom of the Cardholder Statement of Disputed Items (SDI) that was previously fazed to Bank of America, and fax the updated form to Bank of America as soon as possible. 5. If an agreement cannot be reached the following steps will be completed. After the item has been entered as a dispute, Bank of America must determine who is responsible by researching the transaction including requesting a copy of the sales draft when necessary. When responsibility for the transaction is determined, the dispute will be sealed on-line. 6. When an account is in a dispute status, the disputed amount is still included in calculating the available money for authorizations (monthly limit). At the time the item is placed in dispute, it is removed from all furnace charges, late charges, over limit fees, past due amounts and calculations. Finance charges, which accrue from posting until the item is placed in dispute, must be handled according to City policy. Any Cardholder statements generated while the account is in dispute will display the following message: "YOUR ACCOUNT IS IN DISPUTE FOR $ XXXX.XX. THIS AMOUNT HAS NOT BEEN INCLUDED IN THE FINANCE CHARGE OR PAYMENT CALCULATIONS". 7. if the Cardholder is actually responsible for the transaction, the dispute is sewed in favor of Bank of America and no further actions are required If the Cardholder is not responsible for the transaction, the dispute is settled for the Cardholder and the Charge Back process may be initiated against the merchant. 8. If problems continue with a particular merchan, the Cardholder should notify Administrative Services. 9. It is essential that the time frames and documentation requirements established by Bank of America are followed to protect the Cardholder's rights in a dispute. "Time is of the Essence". 10. UNDER NO CIRCUMSTANCES WILL AN EMPLOYEE ACCEPT CASH FROM A MERCHANT FOR A CREDIT DUE TO THE CITY OF SEBASTIAN. E. REVIEW OF PURCHASES BY DEPARTMENTS/DIVISIONS 1. Because of their knowledge of the job responsibilities and requirements, Department/Division Purchasing Card Representatives are required to review each Purchasing Card expenditure (vendor, item purchased, amount, organization code, object code, and project code) to ensure the goods or services were necessary, and for official use. Date: 05/05/14 1- - 12 of 13 City of Sebastian Super des: Code Numcor. 1007 SET16A1 '^u� POLICY AND PROCEDURES MANUAL Section ACCOUNTS PAYABLE ADMINISTRATIVE SERVICES DEPARTMENT Subject: Purchasing Card xw a rurw mxo 2. When purchases are questioned, the department head or thew designated Department/Division Purchasing Card Representative will be responsible for resolving the issue with the Cardholder. if the department head cannot be satisfied that the purchase was necessary and for official use, the Cardholder must provide a credit voucher proving the item(s) were returned for credit or a personal check for the full amount of the purchase. Checks must be sent directly to the Administrative Services Department with an explanation and sccount number. 3. Serious or repeated misuse of the Purchasing Card will result in the revocation of the Purchasing Card from the Cardholder. Employees incorrectly using their Purchasing Card will be disciplined, up to and including termination, by the department hand as necessary. 4. To help the Departments/Divisions in their Purchasing Card usage reviews, management reports will be available from the Purchasing Card Module. F. DISCIPLINARY ACTION GUIDELINES I. Improper or unauthorized use of the Purchasing Card: a. Any incident of improper or unauthorized use of the Purchasing Cud shall be immediately reported to the department head and Administrative Services. b. The department head and/or Administrative Services may suspend or terminate Cardholder privileges for improper or unauthorized use. c. Improper or unauthorized use of the Purchasing Card will subject the employee to appropriate disciplinary action. d. In addition to any administrative and disciplinary action that may be taken, the employee may be required to reimburse the City for the total amount of the improper charges, through payroll deduction or direct payment. 2. Failureto submit reports related to Cardholder activity within the time periods specified in these Policies and Procedures. 3. Violation of the City of Sebastian Procurement Ordinance 0-06.01. Approved by: &hu �W jJv Debra A. Krueger, Orninistrative Services Director Date Date: 05/05/14 1 13 of 13 EXHIBIT 5 CITY OF SEBASTIAN PURCHASING CARD PROGRAM CARDHOLDER STATEMENT OF DISPUTED ITEMS AGENCY NAME CARDHOLDER NAME CARDHOLDER TELEPHONE NUMBER CARDHOLDER ACCOUNT NUMBER Billing Cycle End Date Transaction Data Amount Pasting Date Is I Merchant Name/Description Reference Number Check the description most appropriate to your dispute. If you have my questions contact Bank of America at 1400-538-8788. ❑ Alteration of Amount: The amount of me asks receipt or charge has been altered from t to t .(Include copy afore sales draft/recopt). ❑ Unauthorized Mall or Phone Order: I wtify the charge listed above was not authorized by me or any person authorized by me to use this account. I have not ordered mercM1are ice by phone or mail, or received goods and services as ¢presented above. ❑ Cardholder Dispute: I did paNcipate of the above transience however, ) dispute the entire charge, or a portion, in the amount oft because ❑ Credit Not Received: The merchant has issued me a credit for the transaction lined above, however the credit has not posted to my account. The date on the credWromipt is between 30 and 90 days old. (Include copy of the sales dM/reaipt). ❑ Imprinting of Multiple Ships: The above tmrtsection represents multiple billing to my aecounL I only authorized one charge from this merchant for t ❑ Merchandise Not Received: My scemat has been charged for the above transaction but. I have act since contacted this merchant and ==led the order. I will refuse delivery should the merchandise sill be sent ❑ Merchandise Returned: My account has been charged for the oansacdoo tined above but the merchandise has, beenretumed. Provideadesedptionofthetircumsmrtces.(Ineludepostelreeeiptifapplimble). ❑ Inadequate Dscription/Uorecognized Charge: 1 do not recognize this charge. Without charge pursuant to Agreement. please supply a copy ofthe sales receipt for my review. ❑ Dispute Resolved Since Filing a Dispute: Dispute with merchant has been resolved and wish m withdrew your original dispute filed on . (Provide copy). ❑ I am still in possession of my Purchasing Card. ❑ I am NOT in possession of my Purchsing Card. Administrative Services Representative and Date: Cardholder Signature and Date: