Okaloosa County BOCC — May 4, 2013 — reading text

M B E R 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 Packet Pg. 799  9.10.c.c Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) 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 Packet Pg. 800  9.10.c.c LOST OR STOLEN CREDITPURCHASING CARD REPORTING FORM TO: PURCHASING DEPARTMENT FAX: 850-689-5037 Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) 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 Packet Pg. 801  9.10.c.c CREDITPURCHASING CARD MAINTENANCE FORM DATE: DEPARTMENT: Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) 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 Packet Pg. 802  9.10.c.c Authorized By: Approved by: ________________________________ Cardholder Signature: ________________________ OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS VISA CHARGE PURCHASING CARD DISPUTE FORM Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) 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 Packet Pg. 803  9.10.c.c 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 Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) Packet Pg. 804  9.10.c.c 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 Attachment: Compare version 5 with original.pdf (1553 : Revisions to the Purchasing Manual) 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 Packet Pg. 805