Okaloosa County BOCC — May 4, 2013 — Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY — reading text

Offense Written Reminder* 2nd Offense (within 12 months) 60 day Suspension 3rd Offense (within 12 months) 1 Year Suspension * If determined to be an intentional violation, Purchasing Director shall authorize a 30 day suspension. 3. UNINTENTIONAL USE OF A PURCHASING CARD TO PAY FOR A PERSONAL EXPENSE– CORRECTED WITHIN 2 WEEKS (CALENDAR WEEKS) AND BEFORE RECEIPTS ARE SUBMITTED TO FINANCE 1st Offense Written Reminder 2nd Offense (within 12 months) 30 day Suspension 3rd Offense (within 12 months) 1 Year Suspension Note: If the charge is not corrected within 2 weeks, the cardholder’s privileges will be suspended for 30 days. Repeat violations of this nature may result in action up to and including permanent suspension of Purchasing Card privileges. 4. INTENTIONAL USE OF A PURCHASING CARD TO PAY FOR A PERSONAL EXPENSE Permanent Revocation of Purchasing Card. Disciplinary action, up to and including termination of employment. 5. ALLOWING SALES TAX TO BE CHARGED (UNLESS VENDOR DOES NOT HONOR FLORIDA SALES TAX EXEMPTION) 1st Offense Written Reminder 2nd Offense (within 12 months) 30 day Suspension 3rd Offense (within 12 months) 60 day Suspension I. APPEAL PROCESS - An employee, or department representative on behalf of employee, may appeal any penalty by submitting a written appeal within 5 days of penalty imposition to the Purchasing Director with appropriate documentation. The Purchasing Director shall forward the appeal along with supporting documentation of the Purchasing Card infraction to the County Administrator who shall have the final authority to determine the appropriate action. J. ADDITIONAL TRAINING – The Purchasing Director may (at his/her discretion) require a County employee to attend a refresher Purchasing Card training session if the employee makes repeated errors/violations within a 12 month period. 33 O. PURCHASING CARD SYSTEM COMMONLY ASKED QUESTIONS 1. May I use the card for personal purchases and then reimburse the County? NO. If you do, you will be subject to disciplinary action up to and including termination. 2. What is my limit? The single per transaction dollar limit shall not exceed $999.99/$2,500.00 unless authorized otherwise. The monthly limit varies by cardholder. 3. Cash advances are strictly PROHIBITED. 4. What if I use the card and it is denied? Three things can cause this. a. You are above your limit. b. Your charges from the previous billing period have not been paid. c. The Vendor's Merchant Category Code is blocked from your card. 5. How will I receive my bill? The Department Coordinator will print the monthly statement using “WORKS” (credit card online program) and distribute to cardholders as necessary. 6. When are all invoices due in the Finance Department for payment? The 15th of every month, or the first business day following the 15th should it fall on a weekend or holiday. 7. What if I’m on vacation or out sick? Leave your Expenditure Report and your receipts with your Department Coordinator for processing during your absence. 8. Why do I have to keep a Monthly Expenditure Report? This report will document the items you have purchased in the event of any inquiry. It will also be helpful in the event of a lost receipt or disputed charge. 9. Can I use this card to make purchases over the phone? YES, provided the vendor has the item in stock and ready for delivery. You cannot use the card to order items that will be backordered. 10. Can someone else use my card? ABSOLUTELY NOT. Use by anyone other than the cardholder is PROHIBITED. 34 P. WIRELESS COMMUNICATION POLICY A. AUTHORIZATION & ISSUANCE: 1. County-owned wireless communication devices shall only be issued to the following County personnel: a. County officials or employees whose responsibilities require the use of such technology for the efficient provision of County services or for the safety of employees in the provision of County services; b. County officials or employees whose responsibilities include emergency response or on-call duties; c. Other personnel as approved by the Department Director. 2. Purchases of wireless communication devices shall be approved, in advance, by the receiving Department Director in coordination with the Information Systems Department. B. COUNTY ISSUED WIRELESS COMMUNICATION DEVICES: 1. Usage: a. All County officials and personnel shall be required to sign a “Usage Agreement” with the County denoting the receipt of the wireless communication device and acknowledgment of the usage guidelines. b. The Purchasing Department, in coordination with the Information Systems Department, shall serve as Contract Administrator for the County Wireless Communication Device Program and administer wireless provider contracts and employee Usage Agreements. c. All County officials and employees shall use the wireless communication device primarily for County related business. However, if such employee makes or receives a personal call on a County issued wireless communication device, then such employee shall pay for all personal calls. Employees shall assist the wireless communication device representative for their Department/Division in differentiating between business and personal calls and shall remit the full amount owed for personal calls within 30 days of first notification. Reimbursements shall be made at the contract rate per minute established by the County Administrator. For reimbursements of personal calls, a copy of the invoice highlighting personal calls indicating a total for each month and cash or a check payable to Okaloosa County Board of County Commissioners shall be submitted to the respective department (to be forwarded to the Finance Department). d. The County reserves the right to monitor and audit the use of all County- issued wireless communication devices. 35  e. Reasonable precautions shall be made to prevent theft and vandalism. f. Wireless communication devices shall not be used when a less costly alternative is safe, convenient, and readily available. g. All expenses for the use of such wireless communication device for County related use shall be paid from the operating budget of the receiving department or division. 2. Monitoring & Control: a. Immediate supervisors and Department Directors shall review monthly schedules of wireless communication device activity, b. Each user shall review monthly service billings to determine and remit, as appropriate, a payment at the rate listed per minute per call under item 1.c. that is of a non-county related purpose. c. Inappropriate use of wireless communication devices shall be reported to the respective Department Director. 3. County Officials, Employees and/or Department Division Responsibilities: a. County officials and employees who are issued a wireless communication device shall be responsible for the operation, condition and security of that device while it is in their possession. The County official or employee shall take all necessary precautions to ensure that the device is not subjected to conditions that would adversely affect the device or for which it was not designed. b. Each department shall be responsible for maintaining inventory for each wireless communication device purchased by or for their department. c. Upon termination of employment with Okaloosa County, it shall be the responsibility of the County official or employee to return said device to their supervisor or to their Department Property Custodian prior to their last date of employment. Failure to do so may result in the cost of the device being withheld from the County official’s or employee’s final paycheck until such time as the wireless communication device is returned to Okaloosa County. C. RATE The wireless communication device minute rate shall be established by the County Administrator and may be based upon comparable industry standards for wireless communication device service or on the standard basic service level rates, minutes, and features provided for County issued wireless communication devices from an approved County wireless communication device service provider. NOTE: Personal calls that are Mobile to Mobile (MM) or Link to Link (PTT) do not require reimbursement. 36 Q. CONTRACTS, LEASES & NON-GRANT AGREEMENTS POLICIES AND PROCEDURES I. SCOPE This policy governs management procedures of all contracts, leases and (non-grant) agreements (hereinafter referred to as Agreements) entered into by the various issuing departments and approved by the Board. II. OBJECTIVE To establish uniform procedures to be used countywide to ensure oversight and improved management of all Board-approved agreements including the establishment of a Board of County Commissioner’s Central Repository in the Purchasing Department. These procedures provide guidelines to ensure the following: 1) Agreements are properly authorized by the appropriate county officials (e.g., Board, County Administrator, Purchasing Director and/or Department Director). 2) The business interests of the County are protected in compliance with the terms of the fully- executed agreement and throughout the term of such agreement. 3) The County has a system to identify and evaluate potential injury, property loss and liability exposure. 4) Original agreements are maintained in the Finance Department Contracts & Grants Office. 5) Copies of all agreements, amendments, change orders, task orders, supplements, renewals and supporting documentation are maintained in an auditable format in the central repository. 6) Prior to expiration, agreements are reviewed in a timely fashion to determine if renewal or re-bid is required. III. HISTORIC AND LEGAL AUTHORITY 1) Institute for Senior Professionals Review of Okaloosa County Contracts, report dated December 1996. 2)