|
Procurement
Department PURCHASING CARD Jan 2, 2007=
|
|
|
|
|
|
|
|
|
![](3D"PurchasingCardPoliciesandProcedures_files/image003.jpg")
|
|
|
*Page or Web-link Under Construction |
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
|
Purchasing C=
ard
Policies & Procedures
Welcome to the CHA Purchasing Card Program! The Charlotte Housing Authority (“CHA”) has
implemented the Purchasing Card Program. Implementing the Purchasing Card
Program is an important part of re-engineering the way purchasing and
payables are processed by the CHA. Purchasing Cards will enable the CHA to
streamline the purchasing/payment process for small purchases and realize
cost savings in the reduction of invoices and checks. This cost-effective
Purchasing Card Program will allow you, the Cardholders, to expedite smal=
l purchases
and reduce administrative costs. The Purchasing Card is a MasterCard credit card, which can=
be
used for purchases of all non-restricted commodities from any merchant th=
at
accepts MasterCard as a form of payment. The Purchasing Card will require=
either
a blanket Purchase Order for the billing period or an individual purchase
order prior to each purchase during the billing period. REMEMBER: The Purcasing Card process start=
s with
a PCard
application, authorized by your immediate Supervisor or
Department head to issue you a PCard to conduct official business. top
top=
The purpose of the Purchasing Card is to establish a more
efficient, cost-effective method of purchasing and paying for small dollar
transactions. The cards are issued at the request of your department and =
you
are the only person entitled to use your card! This Web Site provides the guidelines under which you may =
use
your Purchasing Card. Please read it carefully. Your signature on the
enclosed Cardholder Agreement shows that you understand the intent of the
Program and agree to follow the guidelines established for the Program. Y=
ou
will receive your Purchasing Card shortly after submitting the signed
Agreement and completing PCard training. As with any new process, anticipating every question or is=
sue
regarding the program is difficult. Therefore, a key element will be your
feedback and suggestions for improvement or change in the program. Please
keep the Procurement Department informed! We will notify you of any
improvements or modifications to the program. Record-keeping is essential to ensure the success of this
program. This is not an extraordinary requirement. Standard reimbursement
policies require retention of receipts. Finally, remember you are committing CHA funds each time y=
ou
use the Purchasing Card. This is a responsibility that you should not take
lightly! Purchasing Cards are assigned to individual employees and
cannot be transferred to, assigned to, or used by anyone other than the
designated employee. The PCard is not a personal expense account and the =
use
for personal purchases is strictly prohibited. The Purchasing Card cannot=
be
used as payment for certain restricted items. Fraudulent=
use
and/or misuse of the card is grounds for revoking Purchasing Card privile=
ges
and may lead to disciplinary action, up to and including termination of
employment. Temporary employees are not eligible for Purchasing Cards. Purchases made on the Purchasing Card will be managed via = the Yardi purchase order system and MBNA.&nb= sp; All purchases made with the MBNA PCard must be documented and appr= oved on a Yardi Purchase Order prior to any expenditure of funds. Cardholders, department heads and / or managers will be able to view charges on-line to review all purchases. The MBNA card site will typically list all charges = made on the Purchasing Card within two to three days of the actual purchase. <= o:p> Keeping Y=
our
Card Secure The Purchasing Card is a corporate card; there will not be=
a
personal credit check and use of the card will not impact your personal
credit history. PCard Holder and Approving Official Responsibilities All purchases made with the PCard are the responsibility of
the Cardholder. The Approving Official (A.O.), however, is ultimately
responsible for the proper and correct administration of the program with=
in
his/her office. Approving Officials have the ultimate responsibility of
ensuring Government funds are used effectively and efficiently. The A.O. =
will
be the cardholder's supervisor or a higher level individual. A number of unique controls have been developed for the
Purchasing Card Program that does not exist in a traditional credit card
environment. These controls ensure that the card will be used for only of=
ficial
operational purchases and within specific dollar limits. In addition,
documentation of all purchases is required by each Cardholder, with
verification and approval performed by a department representative before
payment is made. The Policies and Procedures that govern the CHA’s
Purchasing Card Program have been developed to assist you in better
understanding the program by providing step-by-step instructions on the u=
se
of the Purchasing Card. Approving
Official A.O. responsibilities will include but not be limited to<=
/b>: As PCard use continues to expand, the need to audit these
transactions will grow proportionately. A review by the Approving Official
(A.O.) will be the primary tool to monitor and review PCard purchases by
cardholders. The A.O. will have access to all employees under their
responsibility via the MBNA web site www.usec=
fo.com
It is imperative that A.O.s review transactions on line for
each PCard holder. The A.O.=
must
report misuse, abuse and or termination or reassignment of any PCard hold=
ers
under their control in a timely fashion so as to minimize the financial
exposure to the Charlotte Housing Authority. All transactions on the Cardholder’s Statement of
Account must be reviewed by the Approving Official A.O. during the billing
cycle to ensure compliance with these Policies and Procedures. In the eve=
nt
that an employee is absent, the A.O. will be responsible for closing out =
the
employee’s PCard monthly statement. Cardholder
responsibilities will include but not be limited to:
top Setting up a New Cardholder
Purchasing Card Application The Purchasing Card Application is also used to de=
fine
cardholder purchase limitations and set default charge limits. The
individual, Department Head, or the Approving Official must sign the card=
holder
application form prior to submission.&nb=
sp;
The Approving Official (A.O.) is the person who reviews and approv=
es
the cardholder's monthly statement of purchases. The A.O. shall be the
cardholder's supervisor or a higher level individual. Prior to being issued a card, the cardholder must attend a
MANDATORY training
session. During this session, the cardholder will be instructed in the
uses and restrictions of the program. Each cardholder will be given acces=
s to
the Policies and Procedures and will be provided the opportunity to ask
questions about the program. Training sessions will be arranged by the Procurement Depa=
rtment
prior to issuing and receipt of Purchasing Cards. The purpose of the training sess=
ions
is to ensure that the cardholder is familiar with the policies and
procedures, including the on-line system, and to answer any questions the
cardholder may have regarding use of the card. Cardholder Agreement Form Making
Changes to a Purchasing Card Cardholder
Limits All procurements must be accomplished via an approved Yardi
Purchase Order prior to using the Purchasing Card. See the Yardi Purchase Order Guide for sp=
ecific
instructions. When placing an order using the Purchasing Card, you must
provide the vendor with an approved purchase order number for all purchas=
es,
specific delivery instructions including the user's name, department,
building, and room number. If specific delivery instructions are not incl=
uded
on the packing slip, the receiver may refuse the package and it will be
returned to the vendor. Items returned will be at the department's expens=
e.
Items purchased with the PCard must never be delivered to the
employee’s home address. In some situations charges may be posted to your PCard acc=
ount
prior to receiving the item(s) such as a conference fee, deposit for a ho=
tel
reservation, etc. These ite=
m(s)
must be received on the Remember, a g=
ood
rule of thumb is, if you want to use the PCard as method of payment or to
purchase anything then the answer to the question; would this purchase be
authorized on a purchase order or check request must be yeas. If you are =
not
sure or cannot determine if an item(s) may be purchased using the PCard,
contact the Procurement office. The Purchasin=
g Card
cannot be used as payment for the following items:
Prior
approval required for the following items in addition to a Purchase Order=
or
Travel Request:
Whenever possible, MCC codes will be utilized to restrict
purchases of the above items. If you are uncertain whether a commodity,
service and/or vendor are authorized for purchase with the Purchasing Car=
d,
please contact the Procurement Department for clarification. Most employees are already familiar with making purchases
using a credit card. The process for placing an order using the PCard is =
very
similar to those used when making a purchase with any commercial credit c=
ard.
When making a purchase the following steps should be followed: When making a P-Card transaction the Cardholder shall chec=
k as
many sources as reasonable to assure the best price, quality, service and
delivery is in the best interest of the CHA. There are many methods of procur=
ing
with the P-Card. Purchasing In
Person – The Cardholder takes the P-Car=
d to
the supplier and verifies the supplier accepts the Master Card. The Cardholder selects the order,
carefully ensuring that the selection is not listed as an exception to the
allowable items/services that can be procured with the P-Card and that the
total cost does not exceed the control limits set for the Cardholder̵=
7;s
P-Card. The Cardholder take=
s the
order to the supplier’s cash register and presents the P-Card for
payment. The supplier either
swipes the P-Card through a card reader or calls for an authorization. Phone Orders
– The Cardholder may telephone an order=
to
a supplier. The supplier sh=
all
request the Cardholder’s P-Card number and expiration date. For security reasons, ensure oth=
ers do
not overhear or view this information.&n=
bsp;
The Cardholder shall ensure the supplier includes a P-Card
authorization slip, cash register tape or paid invoice with the delivery =
of
the order. All orders shall=
be
delivered to the CHA department’s official shipping address. The Cardholder shall ensure all
transaction documentation is provided to the Department Liaison for loggi=
ng
to the P-Card Transaction Log. Internet Ord=
ers
– The Cardholder may use electronic mai=
l to
submit an order to a supplier.
The Cardholder shall ensure the supplier includes a P-Card
authorization slip, cash register tape, paid invoice and/or delivery slip
with the order. If the supp=
lier
intends to mail the P-Card transaction documentation as a separate item, =
the
Cardholder shall ensure the documentation is mailed to the CHA department=
’s
official address. The Cardh=
older
shall ensure all transaction documentation is provided to the Department
Liaison for logging to the P-Card Transaction Log. Internet orders may be subject t=
o Use
Tax. If the product you are ordering is available under an Appr=
oved
Supplier Contract, the order must be placed with the CHA’s contract
supplier. See the Approved Vendor List for a list of vendors. Compe=
titive
Procurement for Personal Services All procurements for Personal Services must be accomplished
via a Purchase Order and must be approved by the Procurement Department.
Other services may be approved using the PCard but only after an approved
Purchase Order and authorization by the Procurement Department. See Competitive
Procurement for Personal Services All Purchase Orders must be received in the Yardi system to
process the payment through Accounts Payable A/P. This may require the
receipt of the entire P.O. or one or more line items on the P.O. for part=
ial
receipts. Partial receipts should always be documented in the remarks sec=
tion
of the P.O. An example of this process may be that a registration or
conference fee may be required several weeks before a seminar or a hotel =
may
require a deposit to reserve a room for official travel. This example wou=
ld
require you to enter a The
Purchasing Card should be used for Authorized Official Trave=
l in
accordance with current CHA travel policies and procedures. Prior approval for all travel re=
lated
expenses must be documented with an approved =
Travel Advance Form a=
nd
documented with a Purchase Order. The following travel related expenses
include:
The =
PCard
can also be used to prepay certain authorized travel expenditures such as
conference registration fees and hotel reservation deposits directly to t=
he
vendor. The PCard ma=
y not
be used for travel advances, cash advances or meals. =
top It i=
s the
cardholder's responsibility to report lost or stolen cards immediately to
MBNA. CHA is responsible for any and all purchases made until the card is
reported missing. A toll free number (800-673-1044) has been established =
for
your convenience and is available 24-hours a day, 7-days a week. After
notifying MBNA, the cardholder must report the lost card to the Procureme=
nt
Department. It takes
approximately 3-5 business days to receive the replacement card. <=
span
style=3D'mso-bookmark:disputing_a_transaction'>top Disputing a
Transaction A
cardholder may dispute any charge that appears on the Purchasing Card sys=
tem.
If there is a charge that is not recognized by the Cardholder or appears =
to
be incorrect, the Cardholder must file a dispute with MBNA. The dispute must be filed on lin=
e and
a copy of the dispute must also be attached to the PCard Monthly Closeout
Statement. You can find the “Dispute This Transaction” link on
line under the Transaction Detail page. See check list.<=
span
class=3DMsoHyperlink> Duri=
ng
MBNA’s investigation, they will issue a credit to the Purchasing Ca=
rd
account in question for the disputed amount. When the investigation is
complete, you will be notified of the resolution. If you are not satisfied
with this resolution, please contact the Procurement Department immediate=
ly. If y=
ou are
waiting for a credit from a vendor and don't receive it, you should file a
dispute. Please remember, it can sometimes take up to 30 days for a credi=
t to
be processed. Card Misuse, Abuse and Suspension Policy Inte=
ntional
use of the Purchasing Card for other than official government business wi=
ll
be considered an attempt to commit fraud against the U.S. Government. This
will result in immediate termination of the cardholder’s card and
disciplinary action against the cardholder and, if warranted, against the
Approving Official A.O. Misu=
se and
Abuse is broadly defined as using the card in violation of CHA’s po=
licy
and procedures. See Card Misuse, Abuse and Susp=
ension for addition=
al
information.
The
cardholder is responsible for inspecting all goods upon arrival. If goods
purchased with a Purchasing Card need to be returned, the cardholder shou=
ld
work directly with the supplier. Here are some tips: 1. Always retain
boxes, containers, special packaging, packing slips, etc. until you are
certain you are going to keep the goods. Some items, such as software or
fragile pieces, cannot be returned without the original packaging materia=
ls. 2. Read all encl=
osed
instructions carefully. Often a phone number and other instructions are
included on the packing slip and/or receipt. 3. Many suppliers
require you to obtain a "Return Authorization Number" before th=
ey
will accept a return. If you neglect to get this number when it is requir=
ed
the package may be refused and/or no credit issued to your account. 4. In some cases=
there
may be a restocking fee (usually a percentage of the purchase price). If =
the
supplier is completely responsible for the error or problem, you should n=
ot
have to pay this or any other fee. However, if they are not fully respons=
ible
you may have to pay it. You may use the Purchasing Card to pay this fee as
long as it does not exceed any of your limits. 5. Make sure tha=
t the
charge for the returned items is credited properly by referencing the PO
Number during the month closeout. REBA=
TES:
It is the responsibility of each PCard holder to file for and obtain any
Rebates offered for any purchases used with the PCard. If y=
ou are
unable to resolve the problem directly with the supplier, refer to disputing a transaction for instructions on how to resolve the
problem on line. Please note it can take up to 30 days for a credit to go
through. Docum=
entation
and Record Keeping Card=
holders
must turn in all original receipts with the Monthly Close out Pack=
et
at the end of each billing cycle. PCard documentation is subject to audit;
therefore it must be maintained and easily accessible. Cardholders are
responsible for obtaining all documentation necessary to support all PCard
purchases. The cardholder must keep a copy of all supporting documentation
provided with the Monthly PCard Closeout Packet. PCARD Audits Daily Review
If t=
here
is a transaction that appears questionable, the Cardholder may be require=
d to
provide additional justification for the transaction. At
the end of each billing cycle (last working day of each month), all
Cardholders will complete and submit a PCard Closeout packet to settle up=
for
all charges made to the Cardholders account. MBNA PCard statements are
available on line at <=
span
style=3D'font-size:9.0pt;font-family:Verdana'>www.usecfo.com<=
/span><=
span
style=3D'font-size:9.0pt;font-family:Verdana;color:#336699'> and must be
downloaded from the MBNA Web site at the end of each month. Some charges =
made
during the month, e.g. late in the month, hotel reservations, conference
registration fees or vendor processing may not be posted to the MBNA PCard
statement at the time of month end closeout. Documents to support these
charges, along with receipts, invoices and other supporting documentation
should be held in a pending folder and monitored until the charge is post=
ed
to your PCard statement. Yo=
ur
PCard Packet must be received by the Procurement Office by the specified =
due
date and should not be dependent on the inter-office mail. A guide for t=
he
closeout packet with samples and examples is provided at <=
span
style=3D'mso-bookmark:Monthly_PCard_Closeout_Packet'>Monthly PCard Closeout Packet<=
/span><=
span
style=3D'font-size:9.0pt;font-family:Verdana;color:#336699'>. Cardholders are responsible for
obtaining all documentation necessary to support PCard purchases. The mon=
th
end closeout process is a critical task to insure the success of the
Purchasing Card program and incomplete or late submissions will not be
permitted. Cardholders must follow all closeout instructions and will not=
ify
the Procurement Department of any problems that would result in problems.=
A co=
mplete
Monthly PCard Closeout Packet must contain the following documentation: 1. The Card hold=
er
Statement from www.usecfo.com =
with the 2. Supporting do=
cumentation
must be attached to substantiate each line item charged to your MBNA
Statement. ALL RECEIPTS, EMAIL CONFERMATIONS, OR INVOICE STATEMENTS MUST =
BE
ORIGINAL DOCUMENTS. Supporting documentation includes: (a) original
receipt taped to a blank piece of paper with the (b) email
confirmation if order placed by internet or phone or (c) Affidavit
of lost receipt or (d) If the ch=
arge
is under dispute you must a=
ttach
a copy of your Dispute this
Transaction form Missing or
incomplete documentation is considered to be a misuse of the Purchasing C=
ard
and may result in the revoking of your PCard privileges. |
|
|
![3D"*"](3D"PurchasingCardPoliciesandProcedures_files/image001.gif")
=
![](3D"PurchasingCardPoliciesandProcedures_files/image005.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image007.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image008.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image010.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image012.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image013.gif")
![3DIntroduction](3D"PurchasingCardPoliciesandProcedures_files/image014.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image015.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image016.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image017.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image018.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image020.jpg")
![3D"Policies](3D"PurchasingCardPoliciesandProcedures_files/image021.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image023.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image024.gif")
![](3D"PurchasingCardPoliciesandProcedures_files/image025.gif" "3D\"Print")