Okaloosa County BOCC — May 4, 2013 — reading text

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. 32 Packet Pg. 566  9.10.c.a 1. FAILURE TO COMPLY WITH EXPENDITURE REPORT REQUIREMENTS (MISSING ITEMIZED DETAILED RECEIPTS/INVOICES, DELAYED SUBMISSION) 1st Offense Written Reminder 2nd Offense (within 12 months) 30 day Suspension 3rd Offense (within 12 months) 1 Year Suspension Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 2. EXCEEDING THE $999.99/$2,500.00 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 suspension. 3. UNINTENTIONAL USE OF A PURCHASING 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. 33 Packet Pg. 567  9.10.c.a O. 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. Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) 2. What is my limit? The single per transaction dollar limit shall not exceed $999.99/$2,500.00 unless authorized otherwise. The monthly limit varies by cardholder. 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, or the first business day following the 15th should it fall on a weekend or holiday. 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 also 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. 34 Packet Pg. 568  9.10.c.a P. WIRELESS COMMUNICATION POLICY A. AUTHORIZATION & ISSUANCE: 1. County-owned wireless communication devices shall only be issued to the Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) following County personnel: a. County officials or employees whose responsibilities require the use of such technology for the efficient provision of County services or for the safety of employees in the provision of County services; b. County officials or employees whose responsibilities include emergency response or on-call duties; c. Other personnel as approved by the Department Director. 2. Purchases of wireless communication devices shall be approved, in advance, by the receiving Department Director in coordination with the Information Systems Department. B. COUNTY ISSUED WIRELESS COMMUNICATION DEVICES: 1. Usage: a. All County officials and personnel shall be required to sign a “Usage Agreement” with the County denoting the receipt of the wireless communication device and acknowledgment of the usage guidelines. b. The Purchasing Department, in coordination with the Information Systems Department, shall serve as Contract Administrator for the County Wireless Communication Device Program and administer wireless provider contracts and employee Usage Agreements. c. All County officials and employees shall use the wireless communication device primarily for County related business. However, if such employee makes or receives a personal call on a County issued wireless communication device, then such employee shall pay for all personal calls. Employees shall assist the wireless communication device representative for their Department/Division in differentiating between business and personal calls and shall remit the full amount owed for personal calls within 30 days of first notification. Reimbursements shall be made at the contract rate per minute established by the County Administrator. For reimbursements of personal calls, a copy of the invoice highlighting personal calls indicating a total for each month and cash or a check payable to Okaloosa County Board of County Commissioners shall be submitted to the respective department (to be forwarded to the Finance Department). d. The County reserves the right to monitor and audit the use of all County- issued wireless communication devices. 35 Packet Pg. 569  9.10.c.a e. Reasonable precautions shall be made to prevent theft and vandalism. f. Wireless communication devices shall not be used when a less costly alternative is safe, convenient, and readily available. g. All expenses for the use of such wireless communication device for County Attachment: Purchasing Manual-6 (post 3-19-13 meeting) CLEAN COPY (1553 : Revisions to the Purchasing Manual) related use shall be paid from the operating budget of the receiving department or division. 2. Monitoring & Control: a. Immediate supervisors and Department Directors shall review monthly schedules of wireless communication device activity, b. Each user shall review monthly service billings to determine and remit, as appropriate, a payment at the rate listed per minute per call under item 1.c. that is of a non-county related purpose. c. Inappropriate use of wireless communication devices shall be reported to the respective