Okaloosa County BOCC — April 27, 2013 — Compare version 5 with original — reading text

775.084. 2. Over-the-Counter Purchases (a) The cardholder must obtain the customer copy of the charge slip and confirm that all carbons are destroyed. (b) The charge slip will be retained by the cardholder in their individual monthly expenditure report envelope (see attached sample) until it is turned in to the department coordinator. 3. Telephone Orders (a) When placing a telephone order, the cardholder must confirm that the vendor will charge the purchasing card only after shipment is made. (b) Telephone orders must be logged in on the Individual Expenditure Report as the order is placed. 4. Failure to comply with guidelines for filling out the expenditure report will result in loss of charge card privileges. 5. Within four (4) days of receipt of individual monthly statements, the department coordinator will forward all expenditure reports to Finance for payment. 6. If invoices are submitted for payment without sufficient time to make a timely payment, interest, if any, will be charged to the department’s budget. 7. Disputed Charges In the event there are disputed charges or a cardholder has any questions which the County Card Administrator cannot resolve, a Bank of America Visa 56  Purchasing Dispute Form (see attached) should be completed and forwarded to the Purchasing Department immediately. 8. Returns 57  In the event of returns, the cardholder must check the subsequent monthly statements for the credit and attach documentation (credit slip) when processing the monthly detail for payment. If a credit slip was not obtained, attach other documentation explaining the return. 9. Review (a) Department head designated card representatives will review each individual expenditure report and assign departmental account numbers for billing purposes. (b) Departments will review charge cardPurchasing Card expenditures to insure goods and services obtained were necessary and appropriate.for: D. Disciplinary Action – See Section H for Suspension Guidelines 1. When purchases are questioned and found to be unauthorized, the cardholder must provide a credit slip proving the item(s) were returned for credit or a personal check for the full amount of the purchase. Checks will be sent to the Finance Department with an explanation and account number. 2. Cardholders are responsible for following correct procedures. Failure to comply can result in: (a) Removal of charge cards from individual cardholders for a time period to be determined by the Card Administrator. (b) Disciplinary action, up to and including termination of employment. E. Emergency Use (Peacetime Disaster) In the event of a declared peacetime disaster, with Board approval to waive written Purchasing requirements, the following rules are established: 1. Approval must be received from the County Administrator. 2. The individual $999.99/$2,500.00 limit per item/purchased is temporarily eliminated. 3. The cardholder will be limited only by their pre-established monthly limit. F. Travel Charge cards may be used for pre-approved travel arrangements, to include: 1. Hotel/motel reservations and payments. 2. Air flight reservations. 3. Air flight travel payment. 4. Rental car use. Note: There is no transaction dollar limit on travel. However, all travel/reservations must follow the County Travel Policy and is subject to review and disciplinary action. 58  Charge cards may not be used for: 1. Meals 2. Other travel expenses G. Tourist Development Council (TDC) TDC staff may use the VISA charge card for purchases of goods and services that are approved by Florida state statutes and by TDC policy for the purpose of tourism promotion. All such purchases will be reviewed by staff for compliance with all other County charge card policy requirements. NOTE: All travel (to include the above) over $100.00 must be approved by the County Administrator or the Administrative Services Director prior to making arrangements. All travel vouchers will be audited to confirm travel was approved prior to procurement card transaction date. Failure to adhere to pre-approval requirements will result in suspension of card privileges. H. RESTRICTION OF USE (LIMITS OF SUSPENSION) GUIDELINES The following is to be used as a guideline to all cardholders to identify the types of cardholder use violations and the resulting action to be taken. In addition, disciplinary action may be taken in accordance with guidelines set forth in the Human Resources Policy manual. Note: This is a guideline. Repeat violations by the same cardholder may result in greater restrictions and/or disciplinary action. The Purchasing Director shall have the authority to exempt from penalty, any situation where an employee can show they immediately corrected a mistake or has reasonable documentation proving a diligent effort is being made to correct a mistake made by the vendor or the employee. 1. FAILURE TO COMPLY WITH FILLING OUT EXPENDITURE REPORTS (MISSING INVOICES, LATE TURN IN) 1st Offense Written Reminder 2nd Offense (within 12 months) 30 day Suspension 3rd Offense (within 12 months) 1 Year Suspension 2. EXCEEDING THE $999.99/$2,500.00 FOR SELECT EMPLOYEES SINGLE PURCHASE PRICE LIMIT OR (SPLITTING AN ORDER) 1ST Offense Written Reminder* 2nd Offense (within 12 months) 60 day Suspension 3rd Offense (within 12 months) 1 Year Suspension * Unless action is determined to be intentional, then Purchasing Director will authorize 30 day Suspension. 3. USE OF A COUNTY CHARGE CARD TO PAY FOR A PERSONAL EXPENSE (ACCIDENTAL) – CORRECTED WITHIN 2 WEEKS (CALENDAR DAYS) AND BEFORE RECEIPTS ARE SUBMITTED TO FINANCE 59  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 charge card privileges. 4. USE OF A COUNTY CHARGE CARD TO PAY FOR A PERSONAL EXPENSE (INTENTIONAL) Permanent Revoked. Use disciplinary action, up to and including termination of employment. 5. ALLOWING SALES TAX TO BE CHARGED (UNLESS VENDOR DOESN’T 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 APPEAL PROCESS - An employee or department representative on behalf of employee may appeal any restriction by submitting a written response within 5 days of penalty imposition, and submitting it to the Purchasing Director with appropriate documentation. The Purchasing Director shall forward the appeal information along with supporting documentation of the credit card infraction to the Asst. County Administrator who shall have the final authority to determine the appropriate action. RETRAINING – The Purchasing Director may (at his discretion) require a County employee to attend a refresher charge card training session if the employee makes repeated (2 or more) errors or fails to follow policy within a 12 month period. 60  O K A L O O S A C O U N T Y C R E D I T C A R D E X P E N D I T U R E R E P O R T BELOW IS AN ACCOUNT OF ALL CREDIT CARD EXPENDITURES FOR: 61  N A M E O F E M P L O Y E E / D E P A R T M E N T C R E D I T C A R D N U M B E R