Okaloosa County BOCC — May 4, 2013 — Compare version 5 with original — reading text

FOR THE MON TH OF Name of Employee/Department _________________________________________________________________________ Purchasing Card Number ________________________________________________________________________________ For the month of ________________________________________________________________________________________ DESCRIPTION OF ITEMS PURPOSE OF DATE GOODS/ DATE VENDOR PURCHASED AMOUNT DEPT. ACCOUNT TRANSACTION SERVICES RECE NUMBER NUMBER 62 I HEREBY CERTIFY THAT ALL PURCHASES CONTAINED HEREIN WERE FOR OFFICIAL OKALOOSA COUNTY BUSINESS, WERE MADE IN ACCORDANCE WITH RULES AND DIRECTIVES, AND THAT I HAVE REVIEWED THIS LOG AND IT CORRECTLY REFLECTS THE CARD RECEIPTS ENCLOSED. RECEIPTS ENCLOSED. _____________________________________________________ _______________________________________________________________ SIGNATURE OF CARDHOLDER DATE SIGNATURE OF REVIEWER DATE DELIVER TO: OKALOOSA COUNTY COURTHOUSE - FINANCE OFFICE, ROOM 115 - 101 EAST JAMES LEE BLVD - CRESTVIEW302 N. Wilson Street, Suite 203 Crestview FL 32536 63  LOST OR STOLEN CREDITPURCHASING CARD REPORTING FORM TO: PURCHASING DEPARTMENT FAX: 850-689-5037 FROM: PHONE: URGENT MESSAGE PLEASE DELIVER THIS FACSIMILE IMMEDIATELY --------------------------------------------------- EMPLOYEE NAME: CREDITPURCHASING CARD NO.: DATE CARD WAS LOST/STOLEN: (If unknown, report today’s date) TIME CARD WAS LOST/STOLEN: (If unknown, report time this form was completed)) LAST KNOWN LOCATION OF CARD: LAST KNOWN Revised – 11/09/98, TIME CARD WAS03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 USED: (Indicate location and date of last charge) REMARKS: 65  CREDITPURCHASING CARD MAINTENANCE FORM DATE: DEPARTMENT: PHONE $ AMOUNT EMPLOYEE’S NAME NUMBER CARD NUMBER REQUESTED MAINTENANCE REQUESTED (Circle as needed) ADD CARDHOLDER (Fill out above) DELETE/CANCEL ACCOUNT (Account #) RAISE/LOWER LIMIT (Existing amount) OTHER (explain) Authorized By (Department HeadDirector) Fax Back To: 689-5037 (Purchasing Department) Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 27 Authorized By: Approved by: ________________________________ Cardholder Signature: ________________________ OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS VISA CHARGE PURCHASING CARD DISPUTE FORM Cardholder Statement of Disputed Item Company Name: Cardholder Name: Cardholder Account Number: Statement Date Transaction Date Merchant Name/Description Amount Posting Date Reference Number Check the description most appropriate to your dispute. If you have any questions, contact . 1. Alteration of Amount: The amount of the sales draft has been altered from $ to $ _.. (Please include copy of sales draft) 2. Unauthorized Mail or Phone Order: I certify the charge listed above was not authorized by me or any person authorized by me to use this account. I have not ordered merchandise by phone or mail or received goods and services as represented above. 3. Cardholder Dispute: I did participate in the above transaction; however, I dispute the entire charge, or a portion, in the amount of $ $_______ 4. Credit Not Received: The merchant has issued me a credit slip for the transaction listed above; however, the credit has not been posted to my account. The date on the voucher is between 30 and 90 days old. (Please include a copy of the credit voucher.) 4. Credit Not Received: The merchant has issued me a credit slip for the transaction listed above; however, the credit has not been posted to my account. The date on the voucher is between 30 and 90 days old. (Please include a copy of the credit voucher.) 5. Imprinting of Multiple Slips: The above transaction represents multiple billing to my account. I only authorized one charge from this merchant for $ . I am still in possession of my card. 6. Merchandise Not Received: My account has been charged for the above transaction, but I have not received this merchandise. I 7. Merchandise Not Received: My account has been charged for the above transaction, but I have since contacted this merchant and canceled the order. I will refuse delivery should the merchandise still 8. Merchandise Returned: My account has been charged for the transaction listed above, but the merchandise has been returned. Provide a description of the circumstances. (Please include postal  9. Inadequate Description/Unrecognized Charge: I do not recognize this charge. Please supply a copy of the sales draft for my review. 10. I am no longer disputing this charge. Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 29 VISA CHARGE CARD PURCHASING 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 for select Employees. The monthly limit varies by cardholder (see the attached limit sheet). 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. 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 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. 3  OKALOOSA COUNTY VISA CARDHOLDER PURCHASING CARD AGREEMENT I, , agree to the following regarding my use of the Purchasing Card: (Print Name) 1. I understand that I am being entrusted with a valuable tool and will be financially obligating Okaloosa County and will strive to obtain the best value for the taxpayers of Okaloosa County. 2. I understand that under no circumstances will I use the Purchasing Card to make personal purchases. Willful intent to use the Purchasing Card for personal use may result in disciplinary actions, including termination of employment. 3. I will follow the established procedures for using the Purchasing Card. Failure to do so may result in the revocation of my use privileges or other disciplinary actions. Additionally, I will follow all County purchasing requirements. 4. I have been given a copy of the Purchasing Card Manual and understand the requirements for using the Purchasing Card. 5. I agree that should I violate the terms of this Agreement and use the Purchasing Card for personal use or gain, I will reimburse the County for all incurred charges and any fees related to the collection of those charges. Employee Name (Print) Employee Signature/Date Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 30  FOLLOW-UP 1. The function of the Purchasing Department is to supply materials and/or supplies to fulfill requisitioning department requirements. This function is not complete until satisfactory delivery of such items has been made. Aggressive follow-up should be made by the initiating department assisted by Purchasing: a. The Purchasing Department’s copy of the Purchase Order is placed in chronological order according to the purchase order number. All correspondence shall be documented on the Purchase Order. b. On specified date of delivery, the receiving department should ascertain if complete delivery has been made. If not, the Supply Coordinator either writes or telephones the vendor and follow-up is “logged” on the Department’s copy of the order. Negative replies from the vendor result in follow-up contact requesting specific reasons as to why delivery was not made as promised. A new, realistic delivery date is then determined if the vendor has a bona fide reason for delay of delivery. If not, the order is subject to cancellation. c. If the initiating Department cannot resolve the problem, the Supply Coordinator shall notify the Purchasing Department (Buyer) of the problem. The Purchasing Department shall make every effort to