Item D39
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: April 19,2006
Division: Budget & Finance
Bulk Item: Yes
No
Department: Office of Management & Budget
Department Contact: Tina Boan
AGENDA ITEM WORDING:
Approval of the Monroe County Purchasing Card Policy & Procedures.
ITEM BACKGROUND:
As Monroe County is moving forward into the second stage of implementing a purchasing card
program, it is necessary to establish a policy & procedures document to control the use of cards
assigned to and utilized by Board of County Commissioners employees. Staff of the Budget & Finance
Division, under the direction of the County Administrator has collaborated with the Clerk of the Court
and the County Attorneys Office to assemble this item.
PREVIOUS REVELANT BOCC ACTION:
Approval on 3/15/06 to execute an application with Bank of America for purchasing card services,
using the State of Florida contract, in accordance with the provision set j'()fth in FL Stature 287.056.
CONTRACT/AGREEMENT CHANGES:
None
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
N/A
BUDGETED: Yes
No N/ A
COST TO COUNTY: N/A
REVENUE PRODUCING: Yes
No X AMOUNT PER MONTH Year
APPROVED BY: County Atty
'-?IkJ C
OMB/Purchasing
Risk Management _
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included
'1'0 Follow
Not Required~~_
DISPOSITION:
AGENDA ITEM
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
PURCHASING CARD POLlCY & PROCEDURES
PURPOSE: "1'0 establish those procedures under which departments will control the use
of Purchase Cards assigned to and utilized by Board of County Commissioners (BOCC)
employees fc)r purchasing non restricted commodities and services on behalf of the
BOCC. These procedures are intended to accomplish the following:
I. To ensure that the procurement with Purchasing Cards is accomplished in
Accordance with the policy and procedures established within this and
other sections ofthis manual.
2. To enhance productivity, significantly reduce paperwork, improve
controls, and overall cost associated with purchases.
3. To ensure appropriate internal controls are established within each
department procuring with Purchasing Cards so that they are used only for
authorized purposes.
4. To have timely and meaningful management reports which detail and
summarize periodic activity.
5. To ensure that the BOCC bears no legal liability from inappropriate use of
Purchasing Cards.
6. T'o provide a convenient method for purchases, consolidate payments,
improve customer service, reduce transaction cost, streamline processes,
and capture spending information.
7. Ensure prompt payment to vendors.
8. Provide hard data on purchase activity with vendors in order to achieve
savings by negotiated discounts based upon the volume of business with
the vendor.
9. Specific advantages within the Purchasing Card Program itself include the
various ways that limits and restrictions can be established that allow the
tailoring of individual cards to fit the needs of the user. This will extend
purchasing responsibility to more individuals than in the current
purchasing environment, while maintaining or even increasing
accountabi I ity.
The success of the BOCC Purchasing Card Program relies on the cooperation and
professionalism of all personnel associated with this initiative. The most
important participant is the Cardholder. The individual user is the key element in
making this program successful.
Finally, it is intended that the procedures established herein are viewed as
minimum standards for each department, who may wish to establish additional
controls beyond those suggested by the procedures.
SCOPE: 'rhis procedure will be applicable to those departments who have
selected employees to use Purchasing Cards to purchase goods, services, travel
and training, or f()f specific expenditures incurred under conditions approved by
this procedures, i.e.: emergencies. The decision ofwhen a Purchasing Card is
issued, to whom, and the dollar limitations will be as requested by the Department
Director and approved by the Budget & Finance Division Director and lor the
Purchasing Card Program Administrator.
APPLICABILITY: This procedure applies to all departments of the BOCC.
BACKROUND: A number of unique controls have been developed for this
program that do not exist in a traditional credit card environment. These controls
ensure that each card can be used only for specific purposes and within specific
dollar limits.
In addition, certification of all purchases is required by each Cardholder, with
verification performed by their immediate supervisor before payment is made to
the vendor.
LIMITS AND RESTRICTIONS: The f()llowing limits can be uniquely
established:
I. Spending amount per day, billing cycle, and month. The Cardholder
can only incur transactions totaling a predetermined dollar amount within
any defined period.
2. Number of transactions per day, billing cycle and month. The
Cardholder can only incur a predetermined number of transactions within
a predefined period.
3. Single Purchase Amount. A limited dollar amount for any single
transaction. Cardholders shall not split transactions to stay within their
limits.
4. Merchant Category Codes (MCC). The MCC are assigned by VISA to a
merchant which identifies the primary type of goods or service they
provide. The MCC are designed to offer every combination possible and
restrictions are imposed at the point of sale if the blocked merchant
requests authorization for the transaction.
BENEFITS: There are many bendits to using the Purchasing Card including:
I. Board of County Commissioners Benefits:
a. Simplifies the purchasing process f()r the large number of low
dollar purchases, freeing up time for large dollar purchases.
b. Significantly reduces the overall transaction processing cost per
purchase.
c. Increased accountability.
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d. Provides management infcmnation electronically which is currently
unavailable.
2. Cardholder Benefits:
a. Convenience of purchasing without an intensive
Requisition/Purchase Order processing system.
b. Expedites the delivery of goods or services to the job site.
c. Expands the list of merchants from whom purchases can be made.
3. Merchant Benefits:
a. Expedites payment to the merchant within 48 hours.
b. Reduces merchant maintained "account" paperwork.
c. Lowers risk of nonpayment.
TRAINING: All Cardholders will complete training before they are issued a
Purchasing Card.
I. Participating in the Purchasing Card Program is a privilege being
offered by the BOCC. I f the County Administrator through the
Purchasing Card Program Administrator and/or the Clerk of the
Court becomes aware of any inappropriate or late approval of
transactions, Cardholder privileges may be canceled.
2. It is expected that the Purchasing Card Procedures and training
program will assist you in making this program a success.
1. CARDHOLDER SPENDING LIMITS
1.1 The Delegation of Authority that has been provided to each
Cardholder will set the maximum dollar amount for each single
transaction up to a maximum amount of$999.99 at the Director
L,evel f()r the small non-stocked products and services or for travel
and training. Each time a Cardholder makes a purchase with
his/her Purchasing Card, this limit will be checked, and the
authorization request will be declined should the amount exceed
the limitation.
1.2 Purchasing Cards issued to the Mayor and County Commissioners,
County Administrator, Deputy County Administrator, Division
Directors, Purchasing Card Program Administrator, Purchasing
Agents/Buyers may be authorized for a higher maximum amount
per purchase.
1.3 Purchasing Card Program Administrator or Backup Purchasing
Card Administrator may establish different limits J(x each
employee with the recommendation of the employee's Division
Director and approval by the County Administrator or Deputy
County Administrator.
^I
.)
2, USE OF PURCHASING CARD
2.1 THE PIJRCHASING CARD IS TO BE USED FOR BOCC
PURCHASES ONLY. CASH ADVANCES THROUGH
BANK TELLERS OR AUTOMATED TELLER MACHINES
ARE PROHIBITED.
2.2 CARDlJOLDER RESPONSIBILITY - The Purchasing Card that
the Cardholder receives has his/her name embossed on it and the
card shall not be lent to any other person.
2.3. I Every Cardholder is responsible t(X the security of their
Purchasing Card. All precautions shall be used to maintain
confidentiality of the Cardholder's account number and
expiration date of the Purchasing Card.
2.3 CONDITIONS FOR USE The total ofa single purchase to be
paid fix using the card may be comprised of multiple items but
cannot exeeed the authorized single invoice limitation. Purchases
will be denied if any preset limits are exceeded. Payments t(X
purchases are not to be split in order to stay within the single
purchase limit.
2.4 When using the Purchase Card, Cardholders should:
2.4.1 Ensure that the goods or services to be purchased are
allowable.
2.4.2 Determine if the intended purchase is within Cardholder's
Purchasing Card limits.
2.4.3 Advise the supplier/merehant that the purchase will be
made using the VISA Purchasing Card in advance.
2.4.4 Infcmn the merchant that the purchase is tax-exempt.
Review the receipt before leaving the store and if taxes
were included, request a credit.
2.4.5 I f using the Purchase Card for travel, membership dues,
conference, training or other transactions that require prior
approval, make sure al I appropriate forms are completed
and approved prior to making the purchase.
2.5 When plaeing telephone or mail orders, Cardholders should notify
the merehant in advance:
2.5.1 If you plaee a telephone or mail order and sales tax was
charged, contact the merehant and request that a credit be
proeessed for the amount of the tax charged.
2.5.2 Purchases made in Florida and for use in Florida are
exempt from Florida sales and use taxes. .rhe BOCC tax
exempt identification number is printed on the Purchasing
Card.
2.5.2.1 As with all BOCC purchases, the
Cardholder must be diligent when dealing
with the merchant regarding taxes.
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2.5.3 Make sure the merchant understands that charges are
not to be billed until the item(s) are actually received bv
the Cardholder.
2.5.4 Ifan item(s) is not currently in stock, and is back ordered,
remind the merchant that the Purchasing Card cannot be
billed until the back ordered item(s) are actually received
by the Cardholder.
2.5.5 To ensure prompt delivery of items ordered by telephone or
by mail, provide the merchant with the appropriate delivery
information - do not use Post Office Box tor "Ship To"
address. Request that you name and "Ship To" address
with room number (where applicable) are clearly marked
on the outside of the package.
2.5.6 Instruct the merchant to send the sales receipt directly to
the Cardholder and not to send an invoice to the Clerk's
Office, since the merchant will be paid by the merchant's
financial institution.
2.5.7 Tell the supplier/merchant that any shipping or delivery
fees must be included in the unit price - FOB: Destination.
(A delivery point in Monroe County.)
2.6 Returning Merchandise Purchased with the Card -- Cardholder is
responsible for managing any returns/exchanges and ensuring that
proper credit is received tix returned merchandise.
2.6. I Contact the vendor and obtain instructions for return.
2.6.2 Review your next card statement to ensure that your
account is properly credited for the return.
2.6.3 A pattern of returns and exchanges that indicate improper
or inaccurate initial product selection shall be reviewed and
may result in loss of privileges for the card holder.
3. DOCUMENTATION, RECONCILIATION AND PAYMENT
PROCEDURES
3.1 Documentation Any time a purchase is made that will be paid
using the Purehasing Card, the Cardholder is to obtain a eustomer
copy of the charge slip, which will become the accounting
document. Make sure all carbons, ifused, and any excess copies
are destroyed.
3.2 Missing Documentation - Missing documentation may result in the
cancellation of the employee's purchasing card. No exceptions will
made. Cardholders must keep all receipts, boarding passes and any
other documentation such as packing slips, registrations, etc., as
normally required by the Clerk of the Court tix payment.
3.3 Payment and Invoice Procedures - Purchases made by employees
will be paid by the Clerk's Office once the Cardholder's
certification and the approving official's verification has been
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completed and the account number has been assigned fix each
transaction.
3.3. I Receipts: The Purchasing Card receipt or vendor's sales
receipt fix purchases must be supplied. When purchases
are conducted by telephone, you must fill out the
Telephone Order Forms and request the vendor to forward
the receipt to you. These receipts, and any Telephone
Order Forms, are to be stapled to the Daily Purchase Card
Purchase Report. Failure to keep adequate receipts will
lead to the loss of Purchasing Card privileges.
3.3.2 The Purchasing Card Issuer, Bank of America, will provide
one copy of the billing statement to the Program Card
Administrator and one copy to the Clerk's Office, at the
end of the billing cycle. The Cardholder may request a
copy of the bi II ing statement at any time. This statement
will have a listing of all items processed with the billing
cycle. In addition to the monthly billing statement, the
Purchase Card Administrator or designee will periodically
review the Cardholders statement using Bank of America's
on-line services.
3.3.3 Immediately f()llowing a purchase, the Cardholder must
submit the charge slip to his/her department's director, via
their immediate supervisor. The charge slip must be
stapled to a completed Daily Purchase Card Purchase
Report. Non compliance may mean denial of future use, or
other disciplinary action.
3.3.4 The department's director reviews the Daily Purchase Card
Purchase Report received from the Cardholder and where
applicable, a "Statement of Dispute," is attached. Once
review is completed, the department's director will forward
to the Purchasing Card Program Administrator within two
(2) days after receipt from Cardholder. The department's
director will fax all "Statement of Disputes" to Bank of
America.
3.3.5 Travel: The Purchasing Card Issuer will issue the
"Statement" on a scheduled basis each month. It will be
the responsibility of the Cardholder to provide his/her
designated representative with the receipts for that month
should travel or extended leave be scheduled at the time the
statement is due and he/she will not be able to complete the
statement. The designated representative will complete and
make a copy of the statement for the absent employee, and
shall forward the copy of the statement to the Purchasing
Card Administrator with the rest of the Cardholder's
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statements. The original Cardholder statement will be
signed by the employee at the time he/she returns and
submitted.
3.3.6 The Purchasing Card Administrator will be responsible f(Jr
reviewing completed statements from all Cardholders,
verifying approval of purchases, resolving any questions on
the purchases, and signing the cover letter that accompanies
the statements and forwarding completed package with all
attachments to the Clerk's Office within three (3) working
days after receipt from the department directors. All
statements should be furnished to Clerk's Office at the
same time. Should the Purchasing Card Program
Administrator not receive all of the statements, it will be
his/her responsibility to contact the appropriate department
director and have the statements furnished at once. I f~
however, one or more statements are for some reason not
received, the remaining statements shall not be held while
that one or more are pending.
3.3.6.1 All attachments to the Statement must be
stapled to the statement and be sent to the
Clerk's Office not later than the third
working day alter being received by the
Card Administrator.
3.3.7 If a Cardholder had no purchase activity on his/her credit
card for a particular billing cycle, no Statement will be
generated for the Cardholder (unless adjustments for
previously billed trans- actions are processed during that
cycle ).
4. TRANSACTION APPROVAL
4.1 Approval ofthe transactions that a Cardholder had made using
their Purchasing Cards, will not be totally defined in this
procedure. Department Directors, because of his/her knowledge of
the job responsibilities of Cardholder, are required to look at each
Cardholder's purchases, and at the merchant who made the sale in
order to determine if these items were for Ofiicial Use and if they
were items allowed to be purchased in accordance with the
instructions provided.
4.1.1 If for any reason the Department Director questions the
purchase(s), it is his/her responsibility to resolve the issue
with the Cardholder. If they cannot be satisfied that the
purchase was necessary and for Official Use, then the
Cardholder musl provide a Credit Voucher proving ilem(s)
had been returned f()f credit.
4.2 The County Administrator will be responsible for resolving abuses
by each Cardholder. Appropriate disciplinary action will be taken
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against any Cardholder who misuses their privileges of up to and
including dismissal.
4.2.1 Should it be evident that an unauthorized purchase was
knowingly made, the County Administrator will determine
what action will be taken based on the facts presented by
the Purchasing Card Program Administrator.
5. DISPUTES/UNAUTHORIZED CHARGES
5.1 If a suspicious charge appears on a monthly statement, the
Cardholder should first attempt to verify the charge with records of
purchase. If the Cardholder does not agree with the charge posted
on the statement, the Cardholder must notify the bank in writing,
using the "Cardholder Dispute Form". A copy of the "Cardholder
Dispute Form" will be forwarded with the statement through the
end-of-month processing cycle for the statement. The bank will
research the disputed charge and make the necessary adjustments.
5.2 Credit to Account - When the bank receives proper notification of
a disputed charge, the charge amount wi II be removed from the
total owed by BOCC and shown on the monthly statement as a
"suspense" item. When the dispute is resolved, the charge will
either be removed from the monthly statement (if the charge was
improper) or charged to the Cardholder's department (if research
shows the charge was valid).
5.3 I f items purchased with the Purchasing Card are f()Lmd defective or
the repair or services faulty, the Cardholder has the responsibility
to return item(s) to the merchant for replacement or to receive a
credit on the purchase. (Returns that require shipping will be
coordinated through the Purchasing Department.) CASll
REFUNDS WILL NOT BE PERMITTED. If the merchant refuses
to replace or correct the faulty item, then the purchase of this item
will be considered to be in DISPUTE.
5.4 A disputed item must be noted on the Cardholder's Statement. In
addition, a "Cardholder's Statement of Disputed Item" f()rm
must be completed by the Cardholder with appropriate
documentation attached, if necessary. This f()rm will be f()fwarded
with the statement through the end-of-month processing cycle for
the statement.
5.5 Disputed items are items that the customer, (County) does not
believe he/she has received the item purchased, or the item has a
defect. The dispute must be resolved between the merchant and
the cardholder before any payment can be made.
5.6 It is essential that the time frames and documentation requirements
established by the Purchasing Card Issuer be f()llowed to protect
the Cardholder's rights in dispute. Dispute policies and procedures
issued by the Purchasing Card Issuer will be provided at the time
Purchasing Cards are issued to Cardholder.
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5.7 Fraudulent or improper items may be covered by the Liability
Waiver. However, disputed items are not considered fraudulent.
6. REQUEST FOR INITIAl" ADDITIONAL, OR CHANGES TO
PURCHASING CARD
6.1 Requests fix a new Cardholder or changes to a current Cardholder
will be done by submitting "Request for Purchasing Card" f(mn.
'The Form will be processed by the affected Department Director,
who will forward the request to the Purchasing Card Program
Administrator.
6.2 All requests f()r Purchasing Cards must be approved by the
Purchasing Card Program Administrator and/or the Budget &
Finance Division Director.
6.3 The Purchasing Card Program Administrator's name must be
provided to Clerk's Accounts Payable/Receivable Division and
kept current.
6.4 When Purchasing Card Program Administrator's receives the
Purchasing Card from the credit card issuer, they shall print on the
back of the card the f()lIowing statement:
"SEE DRIVER'S LICENSE"
7. ANNUAL INVENTORY OF PURCHASING CARDS
On an annual basis, the Purchasing Card Program Administrator will
provide a list of Purchasing Cards issued to employees for each
department. The Purchasing Card Program Administrator will conduct a
physical inventory of Purchasing Cards and prepare a report on the resu Its
of the physical inventory. Additionally, spot check inventories of partial
or whole departments, may be held at any time and without prior
notification.
8. LOST OR STOLEN PURCHASING CARDS
8.1 Should an employee lose or have their Purchasing Card stolen, it is
the responsibility of the Cardholder to immediately notify the
credit card issuer, their Department Director, the Purchasing Card
Program Administrator and the Clerk's Accounts
Payable/Receivable Division of the loss. The telephone number of
the credit card issuer will be provided when the Purchasing Card is
issued to the Cardholder.
8.2 To report a lost/stolen card:
The Cardholder must call Bank of America, Customer Service, at
800-538-8788 immediately upon discovering that the card has been
lost or stolen. Help is available 24 hours a day. Also call the
BOCC Purchasing Card Administrator as early as possible on the
first available business day during normal business hours at
(305) 292-4470.
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8.3 Fai lure to promptly notify the issuing bank of the theft, loss, or
misplacement of the Purchasing Card could make the BOCC
and/or the Cardholder responsible for any fraudulent use of the
card and result in loss ofprivileges and/or disciplinary action f(lr
the Cardholder.
9. EMPLOYEE TERMINATION/TRANSFER
9.1 A Cardholder who terminates their employment must relinquish
their Purchasing Card at the time of the separation from BOCC to
their Department Director who will f()fward the card to the
Purchasing Card Programs Administrator. 'rhe Purchasing Card
Program Administrator will notify the bank and the Cardholder's
card will be immediately deactivated. A Cardholder who
fraudulently uses the Purchasing Card after separation from BOCC
will be subject to legal action.
9.2 Transfer of an employee with their Department - If a Cardholder is
transferred with their department, it will be the responsibility of the
Department Director to determine if the Cardholder should retain
his/her current Purchasing Card. If it is determined that the
Purchasing Card should be kept by the Cardholder, the master file
will be changed upon notification to the Purchasing Card Program
Administrator, using the New Card/Change Form, thereby
eliminating the need for issuing a new Purchase Card.
9.3 Transfer of an employee to another BOCC Department I f a
Cardholder is transferred to another BOCC department, it will be
the responsibility of the new Department Director to determine if
the Cardholder should retain his/her current Purchasing Card. I fit
is determined that the Purchasing Card should be kept by the
Cardholder, the master file will be changed upon notification to the
Purchasing Card Program Administrator, using the New
Card/Change Form, thereby eliminating the need for the issuing of
a new Purchasing Card.
9.4 Purchasing Cards canceled for any reason, shall be destroyed by
cutting it down the center of the magnetic strip and returning both
parts to the Purchasing Card Program Administrator for recording
and submissions to the credit card issuer.
10. AUDITS / REVIEWS
10.1 The Card Program Administrator may randomly review Card
activity and usage and receipt retention f()r compliance.
10.2 The Clerk's Ofiice may conduct random audits on card activity
and usage and receipt retention, reconciliations, compliance, etc.
11. FEEDBACK
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Your feedback regarding this program is important. The Purchasing Card
Program Administrator needs to know if you have any issues and we
welcome suggestions for improvement.
12. Accounting/Purchasing procedures and Accounting/Travel and
Training Procedures
These procedures must be in compliance with Monroe County's
Purchasing Policy and Procedures and must be incorporated with the State
of Florida Purchasing Card Guidelines, where applicable.
13. MERCHANT SIGN-UP
It is important to the success of the Purchasing Card Program that
merchants interested in doing business with the BOCC via the Purchasing
Card receive assistance in doing so. If merchants currently accept VISA
credit cards, they are already equipped to accept BOCC Purchasing Cards.
A merchant who is not currently accepting VISA credit cards should
contact the Bank of America merchant service provider, their own
financial institution, or other merchant service provider.
"
QUICK REFERENCE
I. What is a Purchasing Card?
. A credit card that is used as an alternative payment method for small
dollar and travel and training expenditures for non-stocked products and
services, for travel and training, or as otherwise approved for the
individual Cardholder.
2. What are the advantages of using the Purchase Card?
. Improved user satisf~lction due to prompt order confirmation and
accelerated product receipt.
. Improved vendor relations by eliminating the potential for late payments,
the vendor is paid within 48 hours.
3. Who may have a Purchasing Card, and how do you obtain one?
. Any Commissioner and/or employee responsible fcw making purchases
that is recommended by their Department Director and is approved by the
Purchasing Card Program Administrator.
4. What is the responsibility of the Cardholder?
. Upon acceptance of the Purchasing Card, employee must sign a
"Cardholder Agreement". Signing this agreement, acknowledges
employee receipt of the card and acceptance of responsibility for abiding
by the terms and conditions ofthe agreement.
. Ensure that usage of the card conforms to procedures and that the card is
used only for of1icial business purposes.
. Cardholder will obtain and verify charge receipts after each purchase and
attach to the Daily Purchase Card Purchase Report.
. Cardholder must obtain their Department Director's approval on the Daily
Purchase Card Purchase Report.
. Initiate and handle disputed charges.
5. What is the Department Director's responsibility?
. Identify and recommend employees who should be issued a Purchasing
Card.
. Identify and recommend limitations.
. Ensure that the Purchasing Cards used in their department conf()rm to
BOCC policy and program guidelines as well as the Purchasing Manual.
. Review and sign detailed Daily Purchase Card Purchase Report.
. Forward Reports with receipts to the Purchasing Card Program
Administrator.
6. What is the responsibility of the Purchasing Card Program Administrator?
. Manage, authorize, terminate, and maintain a file of individuals authorized
to conduct Purchasing Card transactions.
. Respond to questions concerning Purchase Card expenditures.
. Periodically review Cardholder's activity using Bank of America's on-line
servIces.
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7. How are purchases made?
. Cardholder calls or visits vendor and places order.
. Cardholder provides the vendor with the Purchasing Card number and
delivery instructions.
8. Does the Purchasing Card have a spending limit?
. Individual transactions limited up to a pre-approved amount fix small non-
stocked products and services, for travel and training, or as otherwise
approved by the Purchasing Card program Administrator under the
direction of the Budget & Finance Division Director and the County
Administrator.
9. What happens if the statement is incorrect or an item needs to be returned?
. Cardholder notifies credit card issuer if incorrect charge is identified on
the statement.
. Cardholder works with the vendor to arrange for returns and credit.
. Cardholder verifies that credit appears on next statement.
10. What types of purchases are allowable?
. The Purchasing Card is to be used for purchases of small dollar
expenditures. These items can be purchased and picked up directly at the
vendor, or can be ordered by telephone or fax and delivered to the
Cardholder.
11. What purchases are disallowed?
. The Purchasing Card cannot exceed limitations placed on the individual
card f()f non-stocked products and services, for travel and training or as
otherwise approved by the Purchasing Card Program Administrator.
. Splitting of requirements - not allowed.
. Entertainment
. Meals - The County has an ordinance in effect with respect to meals,
please see 004-2004. Restaurant commodity codes will be excluded and
meals are prohibited.
. Personal use
. Cash advance
. Gasoline
. Vehicle Repairs (excluding Fleet Management);
. Alcoholic beverages
. Tobacco products
. Non-work or personal use items and services.
. Services such as consultants or construction.
. Telephone Credit Card
12. It should be noted that the Purchasing Card will be used by designated personnel
to pay f()r issued Purchase Orders and other purchases not available to the general Llsers.
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DEFINITIONS
Appointed Representative -- An individual the Department Director selects to
act on their behalf
Approver A person delegated the responsibility of reviewing Cardholder
transactions to ensure the appropriateness of activity and timely processing of
charges (Department Director).
Billing Cycle "l'he monthly billing period that begins the 4th day of each month
and ends the 2ih day of each month with a 14-day grace period before payment is
due.
Cardholder - The BOCC employee to whom a written Delegation of Authority
has been given granting the use of the Purchasing Card to make purchases within
present limits on behalf of BOCC.
Cardholder Profile - Parameters that are set f<)f a designated Cardholder that
identify the Cardholder, sets default accounting codes and provides restrictions or
spending limitations in the Purchasing Card system.
Cash Advance - Prohibited on the Purchasing Card as well as personal
purchases.
Charge Slip/Documentation - Itemized list of individual purchases on receipt.
Contractor/Issuer - Bank of America.
Credit - Charged amount removed from total owed by the BOCC.
Cycle Limit A maximum dollar value of charges and/or number of transactions
that may be applied to a Cardholder's purchasing authority f<)f the billing cycle.
Daily Limit - A maximum dollar value of charges and/or number of transactions
that may be applied to a Cardholder's purchasing authority per day.
Delegation of Authority A document issued by the Purchasing Card Program
Administrator that established the individual as an authorized Cardholder. The
delegation of authority will specify spending and usage limitations unique to that
Cardholder.
Delivery Address - Complete address including Cardholder's name and room
number (where applicable).
Designated Representative - Department Director is to review Cardholder's
monthly statement's receipts and transactions to ensure the appropriateness of
activity and timely processing of charges and/or credits applied to that
department.
Dispute - For items purchased and found defective or faulty, the Cardholder can
return the item to the merchant who will initiate a credit that will appear on the
next month's statement of account.
MCC - Merchant Category Code assigned to merchant by the Credit Card
Company, i.e. VISA, which identifies the primary goods or services provided by
the merchant.
Monthly Limit A maximum dollar value of charges and/or number of
transactions that may be applied to a Cardholder's purchasing authority during a
month.
Non-stock Materials Materials not available through supply inventory.
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Official Use - Necessary merchandise purchased f()r BOCC use.
Payer- T'he payer will be Monroe County Board of County Commissioners,
through the Finance Department, ensuring that adequate or appropriate accounting
codes are assigned. Normally, this will be the last level of review prior to
processing for payment but is not part of the "approval" levels.
Purchasing Card A credit card that is used as an alternative payment method.
Purchasing Card Programs Administrator The individual who is responsible
fcx the Board of County Commissioners' (BOCC) Purchasing Card Program.
Reconciler - The individual who reconciles Cardholder receipts.
Reconciliation - Balancing charge slips with bank statement.
Services - Non-personal temporary work.
Single Purchase Limit - Each Cardholder will be limited to a preset maximum
amount on any single small non-stocked product or service, for travel and training
or as otherwise determined by the Purchasing Card Program Administrator.
Small Purchase An acquisition of supplies, and non-personal services in the
amount of $999.99 or less and purchased without a Purchase Order.
Statement Monthly record of charges and credits.
Tax Exemption - All purchases shall be exempt from state and local taxes, in
accordance with state law.
15
MONROE COUN'fY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PURCHASING CARD
To:
Purchasing Card Program Administrator
From:
DEPARTMENT NAME
Subject:
REQUEST FOR PURCf-IASING CARD
Request the f()llowing employee be authorized a BOCC Purchasing Card:
Full Name: (Type or Print)
~--
Sample Signature: ___"~_,_
Title:
Employee Number:__
Florida Drivers License #
Immediate Supervisor:
Restrictions: Single limitation: $
Monthly limitation: $
Types of products to be authorized:
NAME
OF DIVISION
(TYPE OR PRINT)
CC: Authorized Employee
16
MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
CARDHOLDER AGREEMENT
Please review the terms stated below and sign:
I agree to use this Purchasing Card only for actual and necessary BOCC business
expenses incurred by me in accordance with the BOCC Purchasing Card
Procedures.
I have read the Purchasing Card Procedures, and agree to abide by the procedures
contained therein. I acknowledge that use ofthis card for any purpose other than
BOCC approved business expenses are prohibited and will be grounds for
corrective action, up to and including termination. In addition, I agree that I must
reimburse the BOCC for any such charges.
I agree to surrender the Purchasing Card immediately upon retirement,
termination or upon request of an authorized representative of the BOCC. I
understand that use of the Purchasing Card after privileges are withdrawn is
proh ibited.
If the card is lost or stolen, I will immediately notify the issuing bank (Bank of
America) by telephone. I will confirm the telephone notillcation by mail or
facsimile to the issuing bank and with a copy to my Department Director and the
Purchasing Card Program Administrator. I understand that failure to promptly
notify the issuing bank of the theft, lost, or misplaced Purchasing Card could
make me responsible for any fraudulent use of the card.
Bank Contact:
Jeri Winkleblack, Vice President, Florida Account Manager
850-561-1737 Fax: 850-561-1965
Customer Service: 800-822-5985
Fax: 757-823-7473
Cardholder:
TYPE OR PRINT NAME
Signature:_,_,_,
Date:
Department: _____,___
Phone Number:
Cc: Cardholder
17
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Bank of America
Phone 1-800-538-8788 Fax 1-800-253-5846
Outside of U.S. (757) 677-4705 Fax (757) 677-4361
Attn: Commercial Card Services
CARDHOLDER STATEMENT OF DISPUTED ITEM
Company Name:
Cardholder Name:
Cardholder Account Number:
Statement
Date
Transaction
Date
Merchant
Amount
P()~ting D(\te
Number
Check thc dcscription most appropriate to your Dispute. I I' you have any questions, contact Bank of America at 1-800-
538-8788.
I. Alteration of Amount:
The amount of the sales draft h,t, hcen 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 hy
me to use this account. I have not ordered merchandise by phone ormail, or received
goods and services as represented above.
3. Cardholder I)ispute:
I did participate in the above transaction, however, I dispute tile cntire charge, or portion,
in the amount hecause
4. Credit Not Received:
The merchant has issued me a credit slip for the transaction listed above, however, the
credit has not posted to my account. The date on the voucher is between 30 and 90 days
old. (Ple,t,e include a copy of the crcdit voucher.)
5. Imprinting of Multiple Slips:
The above transaction represents multiple billing to my account. I only authorized one
charge from this merch<U1t for $ I <un still in possession of my care!.
6. Merchandise Not Received:
My account has been charged t{lr the above transaction, hut I have not received this Merchandise.
have contacted the merch<Ult.
7. Merchandise Not Received:
My account h,t, been charged f{lr the ahove transaction, hut I have sinee contacted the merchant
and canceled the order. I will refl!se delivery should the merchandise still be sent.
8. Merchandise Returned:
My account has been eharged t{lr the transaction listed above, but the merchandise has been
returned. Provide a description of the circumstances. (Ple,t'ie include postal receipt if applicable.)
9. Inadequate Description/U l1I'ccognized Charge:
I do not rccognize this charge, please supply a copy of the sales draft t{)r my review.
to. I am no longer disputing this charge.
I I. Other/Commcnts
19
PURCHASING CARD TELEPHONE ORDER
(For Internal Use Only, Retain With Receipts)
Reminder: Board of County Commissioners is exempt from Florida Sales Tax. Give vendor the tax
exemption number on the Purchasing Card.
It is the Cardholder's responsibility to obtain receipts Irom telephone purchases, attach them to this form,
and forward this form and the receipts with their monthly statements.
---~---'~.~--~"'-~"-~-"'~,~,---,~,---,~~-
SUF'p1ier Name __,_~
Phone Number
----~--~'---~~'-'~._-~-~~-,-,-"'"'---~~~-
Date Order Placed
Order called in by
(Cardholder's
Order Called to (name of
StIFP I i er ~~represer]tativeL
-"~-----~----"--"-'-~---~'-'-"~,~""~-,--~~-~-,~
-"-------~---'--~,----~-~--~"'"~-~
------~-~-'--'--~---'--,-~-'""----,~--,---
Item #
Detailed description of
ordered
U/I
Quantity Cost per U/I Extended Cost:
TOTAL PURCHASE: $
20