Okaloosa County BOCC — April 27, 2013 — reading text

must obtain the customer copy of the charge slip and confirm that all carbons are destroyed. (b) The charge slip shall be retained by the cardholder and attached to the Purchasing Card Expenditure Report form which shall be submitted to the Department Card Administrator monthly. 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 Purchasing Card Expenditure Report at the time the order is placed. 4. The Purchasing Card Expenditure Report shall clearly document the public purpose of the expenditure. 5. Failure to comply with guidelines for filling out the Purchasing Card Expenditure Report will result in loss of Purchasing Card privileges. 6. By the 15th, or the first business day following the 15th should it fall on a weekend or holiday, the Department Coordinator shall forward all Purchasing Card Expenditure Reports and completed “WORKS” Cardholder Approval report to the Finance Department for payment. 7. If invoices are submitted for payment without sufficient time to make a timely payment, the interest, if any, will be charged to the department’s budget. 8. Disputed Charges In the event there are disputed charges or a cardholder has any questions which the Purchasing Card Administrator cannot resolve, a Bank of America Visa Purchasing Dispute Form shall be completed and forwarded to the Purchasing Department immediately. 8 Packet Pg. 807  8.6.c.c 9. Returns In the event of returns, the cardholder must check the subsequent monthly statements to ensure credit has been received 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. 10. Review (a) Department Director designated card representatives (“Department Card Administrators”) shall review each individual expenditure report within their Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) department and assign departmental account numbers for billing purposes utilizing the online Bank of America Works Payable System. (b) Department Card Administrators shall review Purchasing Card expenditures to ensure: (1) The goods and services obtained were necessary and appropriate; (2) The purpose for the expenditure is sufficiently documented; (3) The date the goods or services were received is sufficiently documented. (4) An itemized receipt/invoice is provided. (5) The Purchasing Card Expenditure Report is fully executed. (c) Purchasing Card Expenditure Reports of Department Directors shall be reviewed by the County Administrator prior to being forwarded to the Finance Department for approval of payment. D. Disciplinary Action – See Section H for Suspension Guidelines 1. When purchases are found to be unauthorized, the cardholder must provide a credit slip proving the item(s) were returned for credit or the cardholder shall reimburse the County within thirty (30) days by submitting a personal check for the full amount of the purchase. Checks shall be sent to the Finance Department with an explanation and account number. Failure to reimburse the County within the above time period shall be authorization for deduction of the full amount of the purchase from compensation paid by the County. 2. Failure to comply with the policies and procedures herein may result in: (a) Revocation of Purchasing Cards from individual cardholders for a time period to be determined by the Purchasing Card Administrator. (b) Disciplinary action, up to and including termination of employment. E. Emergency Use In the event of an emergency, as defined by the Emergency Purchase section of this Manual, the Board may waive the Purchasing Card requirements. Under such circumstances, the following rules shall apply: 1. Approval must be received from the County Administrator. 2. The individual $999.99/$2,500.00 limit per item/purchase is temporarily lifted. 3. The cardholder shall be limited only by their pre-established monthly limit. 9 Packet Pg. 808  8.6.c.c F. Travel Purchasing Cards may be used for pre-approved travel expenses, which shall include: 1. Hotel/motel reservations and payments. 2. Flight reservations. 3. Flight travel payment. 4. Rental car use. Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) Note: There is no transaction dollar limit on travel. However, all travel expenses/reservations must comply with the County Travel Policy and is subject to review and disciplinary action. Purchasing Cards may not be used for meals. G. Tourist Development Department (TDD) TDD staff may use Purchasing Cards for purchases of goods and services that are authorized by Florida Statutes and by the Operations and Procedures Manual of the Tourist Development Department for the purpose of tourism promotion. All such purchases will be reviewed by the Department Card Administrator for compliance with all other Purchasing Card policy requirements. NOTE: All travel (to include the above) over $100.00 must be approved by the County Administrator or designee prior to making arrangements. All travel vouchers will be audited to confirm travel was approved prior to purchasing 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 shall be used as a guideline for all cardholders to identify the types of violations and resulting penalties. 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. As used in this section, the term “suspension” shall mean suspension of Purchasing Card privileges. 1. FAILURE TO COMPLY WITH EXPENDITURE REPORT REQUIREMENTS (MISSING ITEMIZED DETAILED RECEIPTS/INVOICES, DELAYED SUBMISSION) 1st Offense Written Reminder 10 Packet Pg. 809  8.6.c.c 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 * If determined to be an intentional violation, Purchasing Director shall authorize a 30 day Attachment: Compare version 5 with original.pdf (1517 : Revisions to the Purchasing Manual) suspension. 3. UNINTENTIONAL USE OF A PURCHAING 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. 11 Packet Pg. 810  8.6.c.c J. 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