Okaloosa County BOCC — May 4, 2013 — reading text

HeadDirector Signature Date ------------------------------------------------------------------------------------------------------------ REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No.: Vendor #3 Contact: Phone No.: Buyer Comments: _____________________________________________ _____________________ Signature of Buyer Who Reviewed Date Purchasing Services ManagerCoordinator Comments: Purchasing Services ManagerCoordinator Signature Date ------------------------------------------------------------------------------------------------------------ PURCHASING MANUAL - SINGLESOLE SOURCE DETERMINATION 52 Packet Pg. 789  9.10.c.c Comments: Approve: Disapprove: Amount of Purchase: Date: __________________________________ _____________________ Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) Purchasing Director Signature Date 53 Packet Pg. 790  9.10.c.c OKALOOSA COUNTY CHARGEPURCHASING CARD (VISA) POLICY AND PROCEDURES Introduction The Okaloosa County Purchasing Card Program is designed to improve efficiency in processing low dollar purchases from vendors accepting the Visa credit card. This program will allow cardholders to purchase approved commodities and services directly from our vendors. The Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) Purchasing Department and the Clerk of Court Finance Department will monitor the performance of the program. All questions, requests, or concerns related to this program must be directed through: Procurement Related Purchasing Director, 689-5960 Accounting Related Clerk of Court Finance Director, 689-5801 A. Assignment and Control of the Purchasing Card 1. Requests For and Issuance of Purchasing Cards (a) Purchasing cards will be issued to employees who purchase goods and services in single transaction amounts of $999.99 or less. 1. Exception: The Purchasing Director has the authority to approve Purchasing Staff, select Department Supervisors & select Supply Coordinators the ability to make single transactions of $2,500 or less. It is mandatory that these employees receive special training. (b) The card will have the employee’s name, the County name, the County tax- exempt number and the individual EXPENDITURE REPORT Below is an account number. (c) Requests for new cardholders or for changes to current cardholders must be made by department heads (see sample form) to the Purchasing Card Administrator. (d) New cardholders will be required to personally take receipt of cards by signing a certification and receipt form. New cardholders will be given a copy of the Purchasing Card policies and procedures guide and an oral review of the program. (e) The Purchasing Card Administrator will notify the requesting department and the Finance Department upon issuance of all purchasing cards. 2. Lost or Stolen Purchasing Cards Cardholders must notify the Purchasing Card Administrator of any lost or stolen purchasing card (see attached Lost or Stolen Credit Card Reporting Form). 54 Packet Pg. 791  9.10.c.c 3. Termination or Transfer of Cardholder (a) When the employment of a cardholder is ended, the cardholder’s supervisor is responsible for returning the card to the Purchasing Department for cancellation. (b) If a department is unable to collect the Purchasing card when an employee terminates, the department head must immediately notify the Purchasing Card Administrator. Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) (c) If a cardholder transfers to a new department, the new department head will be responsible for determining if the cardholder will be allowed to continue to charge or not. If not, the new department head will forward the charge card to the Purchasing Department for cancellation. 4. Purchasing Card Inventory The Purchasing Card Administrator will spot check physical inventory of cards and maintain a list of cards issued to its employees. B. Limitations on Use of Purchasing Card 1. The purchasing card may be used only by the employee whose name is embossed on the card. No other person is authorized to use the card (in person or by phone). 2. The purchasing card is to be used for Okaloosa County authorized purchases only. The purchasing card is not to be used for any personal transaction. 3. Dollar Limitations (a) The maximum limit/transaction for regular cardholders shall be $999.99 for a single purchase, and $2,500 for select pre-approved cardholders. (b) Each cardholder will have a monthly dollar limit to be set by their department head. This limit may not exceed $25,000.00. (Exception: Fleet Dept is $50,000.00. Limit changes must be initiated and authorized by department heads through the Purchasing Card Administrator. 4. The purchase may be made of multiple items. Payment for purchases shall not be split to stay within the single purchase limit. 5. All items purchased over-the-counter must be immediately available. No back ordering is allowed. 6. All items purchased during one telephone transaction must be delivered in a single delivery. If an item is not immediately available, no back ordering is allowed. 7. All items purchased by telephone must be delivered by the vendor within the 30- day billing cycle. The order should not be placed without this assurance. Vendors with whom the cardholder places a phone order with cannot bill the Visa card until they ship the order. 55 Packet Pg. 792  9.10.c.c 8. Cash advances may not be obtained using the charge card. 9. The Purchasing Card Administrator will block card use for certain types of goods and services. It will be the cardholder’s responsibility to become familiar with these limits. C. Procedures for Making and Paying for Purchases 1. Tax Exempt Number Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) All credit card purchases are exempt from all state and local use tax. The County’s tax-exempt ID number is printed on the face of the credit card. This number is to be given to all vendors to avoid payment of state and local use tax. The use of the County’s tax-exempt ID number for personal use is strictly prohibited. Any employee caught knowingly using the County’s tax-exempt ID number for personal use will receive disciplinary action which may include, immediate termination of employment. Additionally, F.S. 212.085 states that in addition to being liable for payment of the tax plus a mandatory penalty of 200 percent of the tax, such person shall be liable for fine and punishment as provided by law for a conviction of a felony of the third degree, as provided in s. 775.082, s. 775.083, or s. 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 Packet Pg. 793  9.10.c.c Purchasing Dispute Form (see attached) should be completed and forwarded to the Purchasing Department immediately. 8. Returns Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) 57