PURCHASING CARD PROGRAM POLICY AND PROCEDURES MANUAL

Transcription

1 PURCHASING CARD PROGRAM POLICY AND PROCEDURES MANUAL Revised: 4/17/2015

2 TABLE OF CONTENTS 1. PURPOSE POLICY... 3 PURCHASING SERVICES: P-CARD PROGRAM PARTICIPANTS: DUTIES AND RESPONSIBILITIES... 4 TO WHOM CARDHOLDERS SHOULD GO FOR ASSISTANCE:... 4 BANK OF AMERICA S CUSTOMER SERVICE:... 4 PROGRAM ADMINISTRATOR:... 4 BUDGET MANAGER:... 4 SITE ADMINISTRATOR/RECONCILER:... 4 CARDHOLDER:... 5 ACCOUNTS PAYABLE:... 5 INTERNAL AUDIT: PURCHASING CARD CONTROLS... 5 INTERNAL CONTROL PROCEDURES:... 5 PURCHASE CARD CREDIT LIMITS:... 5 BILLING CYCLE AND SINGLE TRANSACTION LIMITS:... 5 RESTRICTED MERCHANTS:... 5 ORDERING FROM CENTRAL CONTRACTS:... 6 SALES AND USE TAX: PURCHASING CARD PROGRAM PROCEDURES... 6 REQUEST FOR NEW P-CARDS:... 6 ISSUING OF P-CARDS:... 6 P-CARD ACTIVATION:... 6 SECURITY OF THE P-CARDS:... 7 LOST OR STOLEN CARDS:... 7 MAKING PURCHASES:... 7 ALLOWABLE PURCHASES AND RESTRICTIONS:... 7 USE OF P-CARD WITH FOREIGN VENDORS:... 8 P-CARD TRANSACTION LOG:... 8 RECEIVING SUPPLIES AND SERVICES:... 8 RETURNS, CREDITS AND DISPUTED CHARGES... 8 CARD CANCELLATION:... 9 EMPLOYEE TRANSFER/TERMINATION: END OF THE BILLING CYLE PAYMENT PROCESS... 9 RECEIPT AND PAYMENT OF BILLING STATEMENT... 9 SITE ADMINISTRATOR SIGN-OFF:... 9 ACCOUNTS PAYABLE VERIFICATION: COMMONLY ASKED QUESTIONS & ANSWERS CARDHOLDER STATEMENT OF DISPUTED ITEM FORM PURCHASING CARDHOLDER AGREEMENT... 13

3 VIRGINIA BEACH CITY PUBLIC SCHOOLS PURCHASING CARD PROGRAM 1. PURPOSE The purpose of the Virginia Beach City Public Schools (VBCPS) Purchasing Card (P-Card) program is to establish a more efficient, cost-effective method of purchasing and paying for small dollar transactions and high volume, repetitive purchases. The program was designed to complement the traditional purchasing process for supplies and services. It promotes cost savings through consolidated payments (one monthly payment to Bank of America) and provides excellent controls through data management. If used to its potential, the program will result in a significant reduction in the volume of purchase orders and reimbursement requests, and the corresponding work processes associated with the requesting, payment and issuing checks. The P-Card can be used with any merchant that accepts Visa as a form of payment and allows Cardholders to obtain goods and services faster and easier than before. While the P-Card can simplify and expedite procurement, its use requires strict adherence to established internal controls and a commitment to accompanying accounting procedures. 2. POLICY Purchasing Services: The Office of Purchasing Services will administer the P-Card program. Under the direct supervision of the Director of Purchasing, the Program Administrator is responsible for the overall management of the P-Card program to include training and cardholder compliance with established policies and procedures. In General Purchasing Services is responsible for the operational parts of the program and Business Services is responsible for the accounting parts. All cards shall be imprinted with the VBCPS logo, Federal Identification Number, Cardholders name and location. Cards shall have the appropriate unit and budget accounting codes for each Cardholder encoded in the card. 2.2 P-Card Program Participants: The following important points should be reviewed and understood by all program participants. P-Cards are issued to responsible, non-temporary employees of VBCPS who are required to make purchases associated with their job responsibilities. Cardholder must use the P-Card in accordance with the procedures provided in this manual as well as the specific internal control procedures established within the Cardholder s location. The P-Card is issued to an individual by name. All purchases made with the card must be originated by that individual. Each Cardholder is responsible for the security of the P-Card issued under their name and the transactions made with it. Cardholders do not pay their own billing statement. The P-Card program carries corporate, not individual, liability and does not affect Cardholder s personal credit history or score. P-Card is not for personal use and must be returned to the Program Administrator upon employee transfer or termination. P-Card may be used at any merchant or service provider that accepts Visa credit. P-Card may be used to purchase supplies and services up to the single transaction and billing cycle dollar limits established under each account. Requirements aggregating more than this limit must not be split or broken down into two or more purchases merely to bypass this single limit control. Cardholders and Site Administrators must ensure all P-Card charges are accounted for, reviewed for accuracy and are reconciled against the billing statement each billing cycle. To ensure proper oversight, billing statement and the corresponding supporting documents must be reviewed, verified and approved by the appropriate Budget Manager within each location. All participating locations shall prepare and submit P-Card payment forms and documents within five working days of the close of the billing cycle to Account Payable division (AP) via Laserfiche. The billing cycle starts on the 28 th and ends on the 27 th of each month. Program participants who willfully violate or abuse the established P-Card program policy and regulations will result in any of the following depending on the severity of the violation: verbal counseling, restricted card use, suspension and/or termination. 3

4 3. DUTIES AND RESPONSIBILITIES To Whom Cardholders Should Go for Assistance: Cardholders shall contact the Site Administrator, Budget Manager, Program Administrator or Bank of America s Customer Service for assistance. CARD ISSUER Bank of America (P) WORKS website PROGRAM ADMINISTRATOR Jodi Geary Office of Purchasing Services (P) jodi.geary@vbschools.com Bank of America s Customer Service: The P-Card program is serviced using a team approach with Bank of America s Customer Service Center. This center is available 24 hours a day, 7 days a week to assist the Cardholder with questions about their P-Card account. If a Card is lost or stolen, Customer Service should be notified immediately at In addition, the Program Administrator must be notified as soon as possible and no later than the next business day following knowledge of a lost or stolen card. Program Administrator: The Program Administrator will be designated by the VBCPS Director of Purchasing and shall be responsible for the overall administration of the program. This person will be knowledgeable on all aspects of the VBCPS P-Card program and will have direct relationship with Bank of America. All requests for new cards must go through the Program Administrator who shall process the requests and facilitate the issuance of the cards. The Program Administrator shall be responsible for providing training to Site Administrators, Budget Managers, and Cardholders. Budget Manager: The Budget Manager (Department Heads, School Principals and Directors) shall be responsible for developing internal control procedures specific to their department or school to ensure compliance to the policies as set forth in this document. They will be responsible for designating Site Administrators, Cardholders, spending limits, certifying and approving the required payment documents, and ensuring all transactions are within VBCPS policy. The Program Administrator shall be notified immediately if the assigned Budget Manager will no longer perform such function. The notification should include the identity of the replacement Budget Manager if available or the name of a temporary Budget Manager. In order to participate in the P-Card program, the location must have a Budget Manager at all times. Site Administrator/Reconciler: The Site Administrator shall be assigned by the Budget Manager and cannot be a Cardholder. Site Administrators will be knowledgeable of the P-Card program and shall be responsible for verifying, correcting and signing off Cardholder transactions in WORKS, collecting of cardholder logs and supporting receipts, creating billing statement reports, organizing payment packages for Budget Manager s review and approval, and submission of the approved pay packages to AP via Laserfiche. They are also responsible for ensuring all P-Card related documents are securely kept for at least the previous and current fiscal year. The Budget Manager shall assign a replacement if the Site Administrator is no longer able to perform such function. 4

5 Cardholder: Designated by the Budget Manager, the Cardholder is responsible for following the policy and procedures provided by the VBCPS that applies to purchases, selection of merchants, security of card and billing cycle reconciliation. In-service training attendance is required prior to the issuance and receipt of a P-Card. Cardholders must maintain a Transaction Log to record all purchases made and credits received. All Cardholders must sign a Cardholder Agreement that certifies the Cardholder understands the intent of the program and agrees to follow the established guidelines. P-Cards cannot be issued to temporary employees. Accounts Payable: Accounts Payable will be responsible for ensuring P-Card statements are paid on a timely basis based on the term established under the P-Card contract or agreement. AP personnel shall verify payments packages submitted by schools and departments for completeness and ensure P-Card purchase transactions have all the required supporting documents. Internal Audit: The Office of Internal Audit will perform periodic, unannounced audits to ensure compliance with established procedures of all designated individuals. 4. PURCHASING CARD CONTROLS Internal Control Procedures: Schools or departments participating in the program must develop internal control procedures specific to their locations that govern card security, use, and accounting. Adherence to internal control procedures is essential to the success of the card program. Procedures must describe the assignment of the card related responsibilities and the flow of card related paperwork within the location. It must include appropriate separation of responsibilities. The approval function and the accounting/reconciliation function should be separated among employees. Using location must devise a method to ensure that adequate funds are available before each purchase is made. Purchase Card Credit Limits: All cards shall have single transaction and billing cycle limits. These credit limits are established by the Budget Manager, may vary for each Cardholder and must be set as close as possible to the Cardholder s anticipated use. Changes to card limits can be requested by the Budget Manager. The Program Administrator will work with the Budget Manager to determine appropriate card limitations. Billing Cycle and Single Transaction Limits: Billing cycle limit is the amount available on the P-Card for an entire billing cycle. Cardholders must keep track of the cumulative amount of purchases made during the billing cycle. Once this limit has been reached, any/all subsequent purchases will be denied. The Billing Cycle limit will be reset at the beginning of each billing cycle. Single transaction limit is the amount available on the card for a single purchase. A transaction includes the total purchase price. Cardholders should not attempt to make a purchase greater than his/her approved limit. A purchase that exceeds the Cardholder s single purchase limit must not be split or broken down into two or more purchases merely to bypass the single transaction limit. Restricted Merchants: P-Card purchases are controlled by the use of custom Merchant Category Groups (MCC) established by VBCPS. Every vendor who accepts credit cards is assigned by the credit card industry the MCC to indicate what type of business they conduct. Certain types of codes such as liquor stores, some entertainment venues, ATM machines are restricted. The authorization request will be declined when P-Card is presented for payment to these merchants. MCC restrictions may be temporarily lifted if there is legitimate need to purchase from a restricted merchant. The need shall be documented and the request to lift the restriction must be sent to the Program Administrator. 5

6 Ordering from Central Contracts: Provided the contractual agreement between VBCPS and the merchant allows it, Cardholders shall use the P- Card to order goods and services from VBCPS contracts. When purchasing items or services under certain established contracts, such as with Office Depot and Electronic Systems, orders must be processed through the electronic purchasing system (BuySpeed). Established pricing and a single password to access vendor catalogs are two of the many advantages when ordering through the electronic purchasing system. For orders that are not processed through Buy Speed, Cardholders should ensure that contract prices are obtained from the Contractor prior to placing the order. Sales and Use Tax: In most cases, VBCPS purchases are tax exempt and NOT subject to Virginia Sales Tax. Cardholder should request that merchants not include tax on all purchases, except for business meals, catered events, lodging, or other accommodations. VBCPS Federal Identification Number, FIN # , will be embossed on the front of the card. In the event that tax is applicable, make sure that is noted on the P-Card transaction log. Tax exempt numbers have been assigned to VBCPS by the following vendors: WALMART ; Home Depot PURCHASING CARD PROGRAM PROCEDURES Request for New P-Cards: Budget Managers will complete a Request for a New P-Card form for each Cardholder candidate. P-Cards cannot be issued to temporary employees. The request must state recommended credit limits, general ledger codes to be encoded on the card and if the card is to be used for food/travel-related purchases. All requests must be signed by the cardholder applicant, Budget Manager and the Site Administrator. Requests will be forwarded to the Program Administrator for processing. Issuing of P-Cards: P-Cards will be centrally distributed through the Program Administrator. Bank of America will send a new or replacement card to the Program Administrator for distribution to the Cardholder. The Program Administrator will not release any cards until each new Cardholder has gone through in-service training, received all documents related to the program and signed the Cardholder Agreement. The Program Administrator shall discuss and provide the following documents during training: Cardholder Purchasing Card Agreement: This is an agreement between the Cardholder and the VBCPS, which affirms that the Cardholder has read and understands the policy and procedures for the P-Card. All first-time card users must sign this agreement which acknowledges the employee s responsibilities regarding card use and sets forth consequences for card misuse. The Cardholder, Site Administrator, Budget Manager and the Program Administrator will sign this agreement at the end of the training session. The Program administrator shall scan signed agreements in to Laserfiche. Purchasing Card Program Policy and Procedures Manual: This document outlines the VBCPS policy and procedures that apply to the use of the P-Card. It also outlines approved and restricted types of purchases and preferred merchants. Procurement Card Transaction Log: The Cardholder shall use this form to record purchases and returns. This form will be required to be submitted to the Site Administrator during the reconciliation process. P-Card Activation: New P-Card must be activated by calling the number indicated on the sticker attached to the front of the card. Once activated, Cardholder must remove the sticker and sign the back of the card for security. Cardholder should always keep it in a secure place. 6

7 Security of the P-Cards: The Cardholder is responsible for the security of the card. The card should be treated with the same level of care as the Cardholder would use with his/her own personal charge cards, even though the liability associated with the use of the purchase card lies with the VBCPS. Guard the card account number carefully. It should not be posted in a work area or left in a conspicuous place. It should be kept in an accessible, but secure location. Card is to be used for VBCPS official business purposes only. Lost or Stolen Cards: If a P-Card is lost or stolen, immediately contact Bank of America s Customer Service by calling and notify the Site Administrator and the Program Administrator. Prompt action can reduce the VBCPS liability of fraudulent activity. Making Purchases: Cardholders should promote and encourage positive interactions with merchants, and be informed if the VBCPS has a list of preferred merchants that should be used. Honesty and courtesy are essential ingredients in all aspects of a buyer/merchant relationship. Follow the guidelines below when making purchases using the P-Card: Determine if a P-Card can be used to purchase required item/s or service/s and within the Cardholder s spending limit. Obtain pricing from the merchant and call, fax or visit the merchant to place your order. If purchase is via the internet, print out the confirmation proof of purchase page, specify Cardholder name, VBCPS name, location and shipping instructions. Confirm pricing and freight charges and ensure that tax is not included. Request that a hard copy of the pricing and freight document be faxed or ed to the Cardholder and/or included in the shipment of supplies. Request that the merchants indicate your name and the words P-Card appear on all packing lists and box labels. This will enable the receiving location to facilitate delivery of your supplies. An IRS W-9 is not required to be obtained from the vendor when using P-Card as payment. Purchases requiring special approval will be allowed only after proper approval has been obtained. This will include but not limited to professional leave requests. Any violation of the established program rules and policies will result in any of the following depending on the severity of the violation: verbal counseling, restricted card use, suspension and/or termination. Allowable Purchases and Restrictions: The following are some examples of the types of commodities that could be purchased for business use: Tools/Hardware Building Supplies Building Services Office Supplies Safety Supplies Food Items Janitorial Supplies Dues & Subscriptions Memberships Books Training Courses Seminars In an effort to ensure that improper purchases are not made, the Purchasing Division has blocked purchases from certain categories of merchants. Those merchants will receive a not approved message from the bank when attempts are made to obtain payment approval. These commodities will be restricted to most Cardholders. Only Cardholders who are authorized to make travel related purchases by their Budget Manager will be allowed/approved to make transactions of this type. Airline Tickets Hotel Car Rental Restaurants 7

8 P-Cards may NOT be used for the following: Purchases charged to Special Education draw accounts (may be used for online purchases ONLY where a purchase order is not accepted) Controlled Assets (Object Codes , , 607xxx) unless approved by Office of Business Services. Federal Grants: P-Cards cannot be used for Grants (Fund 116) without the approval of the Office of Business Services. Purchases charged directly to Athletic draw account. In order the charge to the school s Athletic Draw account for qualified P-Card purchases, the school must process a school reimbursement request via BuySpeed and code it to the school s Athletic Draw account. Foreign vendor purchases that involve a software license, royalty payment, rent/lease payment, or purchase of services. The P-Card CAN be used to purchase goods/equipment only from foreign-owned businesses. Services for the following fiscal year. Capital Items Cash advances Donations Personal purchases. Use of P-Card with Foreign Vendors: The P-Card may be used to conduct business with foreign-owned companies with the following exceptions: Purchase of goods requiring a software license Purchase requiring a royalty payment Any type of rent or lease payment Purchase of services Due to IRS reporting requirements for withholding and reporting on specific federal taxes to foreign vendors, any transactions with foreign vendors for the above referenced types must be processed as a requisition. P-Card Transaction Log: The P-Card transaction log is intended to provide a method for the Cardholder to track purchases while using the card. All purchases must be recorded, describing what was bought, when, how much, and name of the vendor where purchased was made. A new log must be used for each billing cycle. The Turned in Receipt column is optional and used to verify and document that ALL purchases have the proper original receipt and the item/service was received. The GL/Object Code column is also an optional field. Cardholder must sign each transaction log. Cardholder s immediate Supervisor may sign the log if required by the Budget Manager. It is the Cardholder s responsibility to obtain a receipt for EVERY purchase, including meals under $20.00 when traveling. In cases where vendors do not issue traditional receipts for supplies/services provided, such as subscriptions, ads etc., a vendor generated document stating what was bought, when and how much will be acceptable. Receipts should be kept secured with the transaction log. If a receipt is lost, the cardholder must contact the vendor to obtain a duplicate receipt. The log and corresponding receipts will serve as supporting documents to back up recorded charges on the Cardholder s transaction statement at the end of each billing period. A completed P-card Travel Expense Summary Sheet and copy of the Professional Leave Form must be submitted to AP for all travel related purchases. Receiving Supplies and Services: The copy of the charge slip, sales receipt or any other information related to the purchase must be kept in a secured place until required to be turned to the Site Administrator. If a purchase is made via mail or telephone, ask the merchant to include the receipt with the goods when shipping the product. Returns, Credits and Disputed Charges Returns: If an item needs to be returned, the Cardholder must contact the merchant to obtain instructions on how to receive credit. Do not accept store credit. Note that some merchants may charge a restocking or handling fee for returns. Credits: If the merchant accepts an item as a return, the credit for this item will normally appear on the following billing cycle statement. All credits must be recorded on the transaction log in the same manner as any other transaction. 8

9 Disputed Charges: The Cardholder must contact the merchant if there is a discrepancy on a billing cycle statement and make every attempt to resolve the problem directly with them. If no resolution is reached with the vendor, the Cardholder should contact the Program Administrator or complete a Disputed Item Form and submit the completed form to Bank of America via , fax, or U.S. mail within 5 business days. In order to formally dispute a transaction, a copy of the receipt/draft from the merchant is required and the disputed charges clearly identified. Review of future statements is vital to ensure the account is properly credited for disputed charges. The disputed item should be noted on the transaction log. Card Cancellation: If a location wishes to cancel a card for any reason, the Budget Manager must notify the Program Administrator in writing ( ). The cancelled card shall be properly destroyed (shredded) immediately. If there is an urgent need to cancel a card, contact the Program Administrator for immediate assistance. Remember that lost or stolen cards may be reported directly to the bank through a 24-hour toll-free telephone number. Employee Transfer/Termination: P-Card must be returned to the Site Administrator upon transfer or termination of the employee and the Program Administrator shall be notified the same day the event happens. Budget Managers should add Procurement Card to the checkout sheet that employees are required to complete. 6. END OF THE BILLING CYLE PAYMENT PROCESS Receipt and Payment of Billing Statement Bank of America sends a billing statement addressed to the Program Administrator and each Cardholder at the close of each monthly billing cycle. Timely reconciliation and review of charges are essential to ensure that unauthorized charges, if any, are discovered promptly. The billing cycle starts on the 28 th of the month and ends on the 27 th of the following month. Site Administrator Sign-Off: AT THE END OF EACH BILLING CYCLE, THE SITE ADMINISTRATOR SHALL PERFORM THE FOLLOWING: Access Bank of America s WORKS system, verify and ensure all P-Card transactions for the current billing cycle are properly coded with the correct VBCPS accounting codes and signed off. Obtain transaction log/s and receipts from each Cardholder. Ensure receipts/invoices are attached to the log/s. It is the cardholder s responsibility to ensure they get a receipt for every purchase. If a receipt is lost, the cardholder must contact the merchant to obtain a duplicate receipt. Run and print a Billing Statement report from the WORKS system. This report lists all transactions to each cardholder account during the billing cycle. The Billing Statement Report will be signed by the Site Administrator & submitted for the Budget Manager s review & signature. Match the printed transaction report against the Cardholders transaction log/s and receipts and sign every transaction log to certify that all information is correct and in compliance with VBCPS policy. Once signed, the Billing Statement Report, along with all supporting documents (i.e. Cardholder transaction log/s, receipts/invoices, P-card Travel Expense Summary Sheet and Professional Leave forms, if required), shall be submitted to Accounts Payable via LaserFiche within five (5) business days from the close of the billing cycle. All original hard copy documents are to be kept by the location. Retain original documents for the current and last fiscal years. Documents dated prior to these two fiscal years maybe properly disposed/destroyed. Site Administrators should refer to their detailed End of the Billing Cycle Procedures provided by the Program Administrator. Accounts Payable Verification: Accounts Payable will ensure all P-Card transactions within the billing cycle have been signed off by the responsible Site Administrators. After receipt of payment packages from each location through Laserfiche, AP staff will ensure that all required documents have been included and are legible. Copies of missing or illegible documents must be requested from the responsible location. AP staff will verify that the general ledger codes 9

10 associated with the transactions listed on the Works report are appropriate for that purchase. AP staff will notify the responsible Site Administrator if corrections need to be made. The staff shall perform a three way match: Total of all Payment Authorization Forms received from all locations, Bank of America Master Invoice Statement, and the total of batched transaction sign-offs from WORKS system. This process will ensure that the payment authorization is properly balanced. The Accounts Payable staff shall ensure a wire transfer for payment to Bank of America is made in a timely fashion. Accounts Payable will notify the city that a Priority 7 needs to be run for the following day that will initiate the wire transfer. All payments should be processed so that payment will reach Bank of America no later than twenty-five (25) calendar days after the close of the billing cycle of the previous month (28 th of the month). 10

11 7. COMMONLY ASKED QUESTIONS & ANSWERS How does VBCPS benefit from the P-Card Program? The P-Card program promotes cost savings by reducing the number of purchase orders and reimbursement requests associated with ordering and paying for supplies and services. By consolidating multiple merchant invoices into one single bill from Bank of America, the number of checks being prepared would also be reduced. Program provides for better control over purchases because spend data can easily be accessed. In what ways does a Cardholder benefit from using the P-Card? P-card purchases simplify and expedite the procurement process. When P-Card is used, the Cardholder will enjoy reduced paperwork, direct contact with merchants, quick and efficient order processing, faster delivery, and fewer errors. For what types of purchases should the Cardholder use the P-Card? VBCPS policy governs how Cardholders can use the P-Card. The Program Administrator, along with the Budget Manager will determine the types of purchases Cardholders will be authorized to make, as well as the maximum dollar amount for each purchase. What should each Cardholder do if their P-Card is lost or stolen? Cardholders must immediately call Bank of America s Customer Service toll-free number, , to report the P-Card missing. The Site Administrator and the Program Administrator must also be notified. Replacement cards will be re-issued by the Bank through the Program Administrator. What should the Cardholder do if a purchase is denied? Contact the Site Administrator or the Program Administrator to determine the reason. Cardholder purchase may have exceeded a spending or transaction limit, VBCPS may have excluded that type of commodity or merchant or the merchant is not equipped to accept Visa as payment. What should the Cardholder do to change the single purchase or billing cycle limits? Cardholder should contact the Site Administrator, who will in turn discuss the request with the Budget Manager to determine if the request is justified. If authorized, Budget Manager will submit a written request to the Program Administrator to adjust Cardholder credit limits. What should the Cardholder do if a merchant does not accept the P-Card? Provide the merchant s name, address, and phone number to the Site Administrator. The Site Administrator will forward that information to the Program Administrator to resolve with Bank of America. Will use of the P-Card affect Cardholder credit report? No. The P-Card is a corporate liability card, and carries no personal liability for Cardholders who use the card in accordance with VBCPS policy. Whom should the Cardholder contact to resolve an error or dispute concerning a purchase? The Cardholder should first contact the merchant. Most exceptions or issues can be resolved between the Cardholder and the merchant. If the error cannot be resolved with the merchant, Cardholder should contact the Program Administrator. A Disputed Item Form must be completed and submitted to Bank of America. 11

12 8. CARDHOLDER STATEMENT OF DISPUTED ITEM FORM TO: Company Name: BANK OF AMERICA - Attn: Commercial Card Services VIRGINIA BEACH CITY PUBLIC SCHOOLS Cardholder Name Cardholder Account Number Phone: Authorized By: Fax: Cardholder Signature STATEMENT DATE TRANSACTION DATE POSTING DATE AMOUNT MERCHANT NAME / DESCRIPTION REFERENCE NUMBER Check the description most appropriate to your dispute. If you have any questions, contact the Card Administrator Alteration of Amount: The amount of the sales draft has been altered from $ to $ (Please include copy of sales draft) 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. Cardholder Dispute: I did participate in the above transaction, however, I dispute the entire charge, or a portion, in the amount of $. Because: 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. (Please include a copy of the credit voucher.) 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. Merchandise Not Received: My account has been charged for the above transaction, but I have not received this Merchandise. I have contacted the merchant. 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 be sent. 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 receipt if applicable.) Inadequate Description/Unrecognized Charge: I do not recognize this charge. Please supply a copy of the sales draft for my review. I am no longer disputing this charge. 12

13 9. PURCHASING CARDHOLDER AGREEMENT The Virginia Beach City Public Schools presents you with this Purchasing Card. It represents trust in you and your empowerment as a responsible agent to safeguard and protect VBCPS assets. I, hereby acknowledge receipt of a VBCPS Visa Purchasing Card, Number with a Single Transaction Spending Limit of: $ and a Billing Cycle Spending Limit of $1, As a Cardholder, I agree to comply with the terms and conditions of this Agreement and the VBCPS Purchasing Card procedures. I acknowledge receipt of said Agreement and confirm that I have read and understand all terms and conditions. I understand that the VBCPS is liable to Bank of America & Visa for all VBCPS charges. I agree to use this card for VBCPS approved purchases only and agree not to charge personal purchases. I understand that the VBCPS will audit the use of this card and report any discrepancies. I understand that using the card for a cash advance, convenience checks, or an ATM withdrawal is prohibited. If the card is lost or stolen, I will immediately notify Bank of America at and the Program Administrator at , jodi.geary@vbschools.com. I further understand that improper use of this card may result in disciplinary action, up to and including termination of employment. Should I fail to use this card for authorized purchases, I authorize the VBCPS to deduct from my salary an amount equal to the total of the discrepancy. I also agree to allow the VBCPS to collect any amounts owed by me even if the VBCPS no longer employs me. I understand that the VBCPS may terminate my right to use this card at any time for any reason. I agree to return the card to the VBCPS immediately upon request or upon termination of employment, reassignment or transfer. Cardholder Signature: Date: Print Name: Position Title: Site Administrator/Reconciler Signature: Phone: Location: Date: Budget Manager Signature: Date: (I acknowledge responsibility for my location s proper use, security and accounting of the VBCPS purchasing card and will ensure that my location follows all policies and procedures.) Approving Officer (Program Administrator) Signature: Date: Print Name: Jodi Geary Phone: Revised 01 /