GUILFORD COUNTY PROCUREMENT CARD PROGRAM POLICY AND PROCEDURES GENERAL INFORMATION - PURPOSE The purpose of the Procurement Card Program is to simplify and expedite the payment process for purchases of low dollar threshold goods and/or services. The Procurement Card Program benefits include a reduction in the number of small dollar value requests for payment. One payment is made to Bank of America for the total dollar amount of the Guilford County card purchases within an established billing cycle typically 25 days. The cardholder also acquires an efficient and effective method for the procurement and payment of small dollar items. The process of the Procurement Card Program provides the cardholder with a valuable tool to purchase and pay for routine, non-restricted, low dollar purchases from an approved supplier who initiates the charge that goes to the bank. Transactions are captivated in the Works Program. Cardholders, Liaisons, and Department Directors are responsible for reviewing the receipts and approving the transactions. Before participating in the Procurement Card Program, the Department Director must determine that it has resources to do so. The Purchasing Director/Procurement Card Administrator or their designee is responsible for exporting the data from the Works program to Lawson. The success of the program depends on the participation and cooperation of every employee involved in the programs operation. The Procurement Card will not be used to circumvent any of the County s existing policies. Please be sure to read and follow the program guidelines as specified within this manual. I. PARTIES INVOLVED A. Card Issuer - Bank of America s services include issuing Visa Procurement Cards (P-Cards) to Guilford County employees, providing electronic transaction authorizations, and billing Guilford County for all purchases made on the cards. B. Purchasing Director/Procurement Card Administrator - The Purchasing Director/Procurement Card Administrator will oversee the entire Procurement Card Program for Guilford County. Purchasing Department coordinates the Procurement Card Program for Guilford County and acts as the intermediary in correspondence with the card issuer. Responsible for all training of the Procurement Card Program. Makes periodic audits of card use and charges for appropriateness through the use of
Bank of America s online system. Areas to be monitored include but are not limited to compliance with the County s Procurement Card regulations and compliance with Guilford County Administrative Purchasing Manual. C. Internal Audit An active employee(s) who has been given the responsibility for generating reports and ensuring all supporting documentation is secure and assessable for an internal or external audit. Responsibilities include assisting the Purchasing Department/Procurement Card Administrator with performing internal reviews and electronic audits of transactions to ensure compliance with all purchasing guidelines and requirements. D. Finance - Department responsible for ensuring payment to Bank of America within the grace period of the monthly statement. Finance will also have the capability to review transactions as needed for auditing purposes. If any inappropriate charges are made with a Guilford County Procurement Card, upon signing the Employee User Agreement you are giving Finance the authority to deduct those inappropriate charges from your paycheck. E. Department Director/Manager - Guilford County official, who must approve employee s request for a Procurement Card, may assign Department Liaison, to designate default accounting code for purchases on the Procurement Card and submit an enrollment form to the Purchasing Director/Procurement Card Administrator. The Department Director/Manager s approval delegates transaction authority to the Cardholder. F. Department Liaison/GL Coder - An employee designated at the discretion of the Department Director/Manager to be responsible for reviewing transactions of individual Cardholders to make sure the transactions are legitimate business expenses and are classified appropriately. They will be responsible for applying the appropriate general ledger code to transaction(s) of individual Cardholders to ensure the transactions are legitimate business expenses and are classified appropriately, as dictated by the Department s internal controls. G. General Ledger Combination a four segment combination used to allocate purchase expense to the correct department account. H. Merchant Category Codes The Merchant Category Codes are selected by the merchant ad are intended to identify the merchant s type of business. The Procurement Card Administrator has the ability to restrict or block usage of the procurement cad for specific MCC s charges. I. Cardholder - An employee of Guilford County who is authorized and approved by their Department Director/Manager to use the Procurement Card to execute purchase transactions on behalf of the County. J. Vendor - A merchant from the Bank of America s approved supplier s list that a Cardholder makes a purchase. K. Billing Cycle Approximately one (1) month, runs from 25 th through 26 th. DRAFT 06-09-15 2
L. Business - Any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture, or any other private legal entity. M. Card Issuer Bank of America s services include issuing Visa Procurement Card to County Employees, providing electronic transaction authorizations, and billing the County for all purchases made on the cards. N. Cycle Limit The maximum amount that can be charged per month. O. Single Purchase Limit The maximum amount that can be charged in a single transaction. The current maximum is $1,000.00 per transaction, with maximum amount charged per card per month $5,000. A Department Director may request a higher or lower limit for any individual cardholder in their Department. This request must come from the Department Director. P. Unauthorized Purchase any purchase which exceeds the Cardholder s single purchase limit or splitting transactions to avoid the card single purchase limit. Also, included are personal purchases and Cash Advances. Q. User (Cardholder) an active Guilford County Employee who has been issued a Procurement Card embossed with his/her name. R. Vendor The merchant from whom a Cardholder is making a purchase. S. Organization Guilford County with BANK OF AMERICA to have Procurement Cards issued to approved employees and agrees to accept liability for the employee s use of the Procurement Cards. II. ATTACHMENTS ATTACHMENT A Procurement Card Enrollment Request A. This form must be used when a Department Director/Manager is submitting a request for a card to be issued to a new cardholder. The form collects information required to establish an individual s account within the program. The form is then forwarded to the Purchasing Director/Procurement Card Administrator for processing. ATTACHMENT B Procurement Card Maintenance Request This form must be used when a Department Director/Manager is submitting a request for changes to an existing account or cardholder, i.e., changes to name, address or phone number, transaction changes, default coding or closing an account. The form is then forwarded to the Purchasing Director/Procurement Card Administrator for processing. Once changes have been made, the Department Director/Manager will be notified. ATTACHMENT C Employee User Agreement This form, when signed and dated by the employee includes the employee s agreement to abide by the Guilford County Policies and Procedures pertaining to the Procurement Card. This form is required to be signed before a card is issued to an employee. The employee will be personally responsible for any financial liability incurred due to inappropriate or unauthorized use of the Procurement Card in violation of County policy. Violation of the policy may result in disciplinary action up to and including termination. DRAFT 06-09-15 3
NOTE: If any inappropriate charges are made with a Guilford County Procurement Card, upon signing the Employee User Agreement you are giving Finance the authority to deduct those inappropriate charges from your paycheck. III. ROLES AND RESPONSIBILITIES Cardholder: The Cardholder is solely and personally responsible for all activity and safeguarding of the card. The Cardholder may make purchases on behalf of others within the department, but the Cardholder will ultimately be held personally liable and accountable for all transactions associated with their card. The Cardholder is required to: Ensure the Procurement Card is used for legitimate business purposes only. Ensure Guilford County Purchasing Manual Guidelines are followed. Adhere to the County Procurement Card Procedures and Policies for reconciliation. Ensure that MWBE business are provided a fair opportunity to participate in purchases Review monthly statements in a timely manner to ensure that all charges represent legitimate services or received goods; and, that any credits or adjustments have been made. The statement will be compared with transaction records, signed and submitted to their Department Liaison and Department Director/Manager for approval and signature. Department Liaison: The Department Director/Manager will assign a Department Liaison who will be responsible for accounting for the transactions in the Works Application and is the primary contact for Department questions concerning the Procurement Card. The Department Liaison is required to: Be familiar with the Procurement Card Policy and Procedures. Review transactions and reconcile within Works Application, adjusting accounting codes as necessary. Retain receipts and charge slips for audit by internal and/or external auditors. Work with Cardholder to resolve disputes or billing errors. Department Director/Manager: The Department Director/Manager is responsible for submitting requests for the enrollment, maintenance, and cancellation to the Purchasing Director/Procurement Card Administrator. The Director/Manager is also responsible for ensuring each employee receives the proper training and documentation necessary for the use of the procurement card. The Director/Manager oversees the Department Liaison and is ultimately held personally accountable for the cards under their supervision. The Department Director/Manager will assign the task to Department Liaison to review and reconcile each transaction for their department, and signing the original paper statement on a monthly basis. The Director/Manager s signature attests that they are knowledgeable of all the transaction(s) and it was for legitimate County business. The Director/Manager shall maintain an updated copy of all account cardholder information. DRAFT 06-09-15 4
Purchasing Director/Procurement Card Administrator: The Purchasing Department Director/Procurement Card Administrator will be responsible for the day-to-day responsibilities of the Procurement Card Program to include: Act as the Guilford County liaison with Bank of America. Provide training classes and information sessions on the use of the Procurement Card Develop, maintain and enforce policy and procedures. Set-up and maintain cardholder accounts, to include Enrollment Forms, Maintenance Request Forms and Employee User Agreement forms. PROCUREMENT CARD PROCEDURES Purpose of Procurement Card This program is being established to allow designated Guilford County employees to make small dollar threshold purchases of goods and/or services more easily while simultaneously reducing paperwork and handling costs associated with these purchases. A Procurement Card will be issued to an employee when management determines the department can benefit from the employee becoming a Cardholder. The Procurement Card gives the Cardholder the authority to make legitimate business purchases of goods or services on behalf of the department. Under no circumstances will the Card be used for personal purchases. Cardholders must follow normal budgetary control procedures to ensure that sufficient funds are available prior to making any purchase, and use of the Procurement Cards does not relieve the cardholder from complying with Federal, State and County regulations, policies, and procedures. If you have any questions about purchasing procedures please contact the Guilford County Purchasing Department. Issuance of Card A new Cardholder Enrollment Request Form (Attachment A) is completed by the Department Director/Manager and forwarded to the Purchasing Director/Procurement Card Administrator. Procurement Card will be issued to County Employees ONLY. The employee s name will be entered on the card as it is show on their NC Driver s License. The Cardholder shall be trained on Procurement Card Policy and Procedures prior to issuance of a Procurement Card. The employee will receive a copy of this Procurement Card Policy and Procedures and shall be required to sign the Employee User Agreement (Attachment C), indicating that the Cardholder has received and understands the Procurement Card Policy, Procedures and responsibilities of a Procurement Cardholder prior to receipt of their card. Each Department Director/Manager and Department Liaison will be required to attend training provided by the Procurement Card Administrator before issuance of the Card to an employee within their department. DRAFT 06-09-15 5
IV. PROCUREMENT CARD USE The Departments may set up any internal process of checks and balances in addition to the items listed in these procedures, provided the process has been reviewed and approved by the Purchasing Director/Procurement Card Administrator. Purchasing procedures permit a purchase of products or services if their value is within the limits set for the cardholder; and, are made from an approved vendor. However, the current Guilford County Purchasing Manual is to seek competition and proceed with the lowest prices within the parameters of quality and delivery for any commodity and/or service. Please contact the Purchasing Department if you have questions about a particular commodity, service or vendor. Please remember the card is a privilege not a right and the same Purchasing Policies and rules apply to the Purchasing Card. Use of the Card: The Cardholder is the only individual authorized to make purchases using the Procurement Card. Procurement Cards will not be transferable between individuals. Each Cardholder will be assigned a card with his/her name embossed on the face of the card. The Procurement Card does not supersede any established State or County Purchasing and Contract rules. The Purchasing Department may assist, if needed, with local Contract Items. When a purchase is made over the counter, the Cardholder must obtain an itemized receipt. The Cardholder is responsible for ensuring that the vendor lists the quantity and fully describes the item(s) being purchased. If item numbers are used and there is no description, the employee should write in the type of item purchased on the receipt. Cardholders will make purchases (using established Departmental guidelines and Guilford County s existing policies). Purchases that are phoned in must have an itemized detail receipt included with the items being shipped. A Packing List (without charges) will not suffice. Please request the vendor to provide you with an itemized invoice. To acquire goods over the Internet, the cardholder must obtain an electronic confirmation from the vendor and print the screen. This must be submitted to the Department Director/Manager and Department Liaison along with the packing slip/receipt (if available) for processing. It is the responsibility of the card holder to confirm that the online purchase is being completed on a safe and secure site. If using the Procurement Card for Catering, this maybe an authorized use but only when the Food Authorization Policy has been followed. Failure to obtain purchasing receipts as detailed above will result in the Cardholder being held responsible for the entire payment of the undocumented purchase. DRAFT 06-09-15 6
Cardholder Reconciliation Procedures The Cardholder must retain the original itemized receipt for each purchase made with their procurement card. Each Cardholder will receive from the Bank a monthly statement of the account, of any charges that were made against their Procurement Card (P-Card). The Cardholder shall check each transaction listed on the monthly statement against the original receipt copies to verify the monthly statement charges, sign and date the statement and then forward the statement to the Department Director/Manager and Liaison. There shall be no undocumented transactions and all transactions must have itemized receipts. The Cardholder must submit the statement to their approving Department Director/Manager and/or Department Liaison within two (2) business days of receipt of the billing statement. The Department Director/Manager and Department Liaison shall approve the statement with signature and date. After the transaction(s) have posted to the Works Procurement System, the Department Liaison/GL Coder and approver will have ten (10) business days to have the transaction GL coded and approved. After reconciliation, the Department Liaison will send statements to Finance for retention as required for record keeping by NC Department of Cultural Resources. If a receipt is lost, the Cardholder must obtain a copy from the vendor. If the receipt cannot be obtained from the vendor, then the Cardholder will be personally responsible for the payment of an undocumented charge. Reconciliation Procedures for Returns/Problems If the item(s) purchased are unacceptable, damaged and/or defective, the Cardholder shall work with the vendor to correct the problem as soon as the Cardholder is aware of the problem. Vendors will issue all credits to the individual Procurement Card account for any item(s) they have agreed to accept for return. This credit will appear on a subsequent statement. Under no circumstances should a Cardholder accept cash in lieu of a credit to the Procurement Card account. All vendors will be required to apply all credits back to the Procurement Card without the option for cash credits. If an item or items have been returned for credit, the Cardholder shall obtain an itemized receipt and verify that the credit is reflected on the statement. When the Cardholder receives a credit, the receipt should be signed, dated and forwarded to the Department Director/Manager and/or Department Liaison within two (2) business days. The credit receipt should be signed, dated and held by the Department Director/Manager and Department Liaison, then attached to the billing statement. Each statement that is reconciled at the end of the month should be processed as follows: 1. Signed by Cardholder (somewhere visible) 2. Have corresponding receipts stapled to statement 3. Have designated person put all statement from department into an envelope 4. Label envelope: From- Department To: Finance Department Accounts Payable, Month and Date 5. Either hand delivers or sends by inter-office mail to Finance Department- Accounts Payable. 6. This will be completed prior to the 10 th of the following month. DRAFT 06-09-15 7
7. Department Director (approver) will have the responsibility for making sure that the Cardholder(s) follows all policies and that all purchases are legitimate and pre-approved. Card Security It is the Cardholder's responsibility to safeguard the Procurement Card and the account number at all times. The only person entitled to use the Procurement Card is the person whose name appears embossed on the face of the card. If it is determined that this policy is not followed, the Cardholder shall have the Procurement Card withdrawn and may face disciplinary action, up to and including termination. The Cardholder shall return the Procurement Card to their Department Director/Manager prior to leaving employment with the Department/Guilford County. If the Procurement Card is lost or stolen, the Cardholder shall immediately notify the Bank of America at 1-800-538-8788 (24 hours a day, 365 days a year) and their Department Director/Manager and Department Liaison. The Department Director/Manager and Department Liaison shall immediately (within 24 hours) notify the Purchasing Director/Procurement Card Administrator regarding the lost/stolen card. The Purchasing Director/Procurement Card Administrator will attempt to resolve issues concerning unauthorized use of the Procurement Card with Bank of America. Please note, in some cases a police report may be necessary to dispute any charges made with a lost or stolen card. The Cardholder agrees to cooperate with any action necessary to prosecute and unauthorized charge. A new Procurement Card will be issued to the Cardholder after the reported loss or theft. If a reported Card is subsequently found by the Cardholder, it shall be immediately given to their Department Director/Manager for return of the card to the Purchasing Director/Procurement Card Administrator. The cardholder shall not be personally held liable for charges incurred from a lost or stolen card provided the loss has been properly and timely reported (within 24 hours) and the Cardholder assists in the prosecution of the unauthorized use. The Purchasing Director/Procurement Card Administrator may cancel a Procurement Card any time the Department Director/Manager and County deems necessary. Storage The Department Liaison assigned to each Procurement Card will forward Cardholder s vendor receipts/packing slips and Cardholder statements to Finance Department for retention. Since these documents are supporting documentation, it is highly recommended to make copies or scan receipts to the Department Liaison for reconciliation. For security purposes the Procurement Card will not be stored in an unlocked desk or area where others have access to the card. The Purchasing Department Director/Procurement Card Administrator will maintain all other documentation concerning the program to include, Enrollment Request Forms, Employee User Agreements, Maintenance Request Forms, billing statements, and copies of transmittals and correspondence with Bank of America. Finance will maintain and store all statement(s) and receipts for County purchases. DRAFT 06-09-15 8
V. PURCHASING CARD MAINTENANCE AND CLOSURE All contact with Bank of America for card set up, maintenance and closure (except for reporting lost or stolen cards) will be handled by the Purchasing Department Director/Procurement Card Administrator or their designee. Department Director/Manager s request for a change to an existing account or cardholder, including an increase in card limits shall complete and submit a Purchasing Card Maintenance Request (Attachment B) to the Purchasing Director/Procurement Card Administrator. P-Card limit increases will be reviewed and approved only if a purchase threshold has a greater value than list on the card. The Procurement Program discourages P-card limit increases for the purpose of getting around purchasing policy/procedures. The Purchasing Director/Procurement Card Administrator will be responsible for closing an account if a Cardholder transfers to a different department, moves to a new job in which a Procurement Card is not required, or terminates employment with Guilford County. A request to close a Cardholder account should be submitted by the Department Director/Manager or Department Liaison using the Procurement Card Maintenance Request Form (Attachment B). The formal request for closing a Cardholder account will be submitted to Bank of America by the Purchasing Director/Procurement Card Administrator. PROCUREMENT CARD POLICY VI. AUTHORIZED PROCURMENT CARD USE In compliance with the Guilford County Procurement Card Policy, use of the Procurement Card shall be limited to the following conditions: Adherence to the purchase limits and restrictions of the Procurement Card, and ensure the total transaction amount of any single transactions does not exceed the dollar limit authorized by the Department Director/Manager. A purchase SHALL NOT be split into multiple transactions to stay within the single transaction limit. When paying registrations to conferences, booking airlines/transportation tickets, and paying for hotel rooms, it is acceptable to process as separate transactions by participant if, paying as a group would exceed the single transaction limit. The Cardholder needs to plan ahead in these situations to be certain that the monthly limit will be adequate for the total expense. Permission to increase the monthly limit will have to be processed on the Maintenance Request (Attachment B).] The Cardholder shall reconcile all sales slips, register receipts, and/or Procurement Card slips to Bank of America s Cardholder statement and shall submit all required documentation for transactions to Department Liaison for reconciliation, approval and allocation of transactions. The Purchasing Limit is the dollar amount per transaction and per month. The single transaction can be no larger than dollar amount of $1,000 per transaction (some cards may DRAFT 06-09-15 9
have smaller limits and additional restrictions) and the monthly limit is $5,000 per card. Exceptions can be made in limits with Department Head and the Finance Director or Deputy Director s approval. Some departments have a cardholder order in volume for the department. Examples: of times when card limit(s) maybe increased when one cardholder is making travel arrangements for several employees. The request for limit increases can be limited or ongoing. A Department may request stricter limits. All exceptions to policy are required to be submitted in writing on Procurement Card Maintenance Form B. The Procurement Card SHALL BE USED FOR THE FOLLOWING: Advertising Catering Professional Licenses (in line with job duties) Memberships Shipping and Handling Postage Office Supplies Managed Print Services Commercial Airline and Railroad Services Rental Cars, Bus and Taxis, Airport Limousine, Shuttle Services Hotel Rooms Registrations Parking Bookstore Purchases work related IT Equipment and accessories with prior approval from IT Director Emergency situations which require children clothing, personal items, food Emergency shelter where aging Wards require hotel accommodations Fuel purchases (when using a County Vehicle for out of town travel, employees should have a County issue gas card (GOGAS) in the vehicle. The Procurement card can only be used for fuel when using a rental car Only during a natural disaster operations if a GOGAS fuel card is not an option, the Procurement Card can be used to obtain fuel VII. UNAUTHORIZED PROCUREMENT CARD USE The Cardholder is subject to disciplinary action in accordance with Guilford County Procurement Card Policies and Procedures including termination for cause for any of the following reasons: The Procurement Card is used for personal or unauthorized purposes. The Procurement Card is used for, but not limited to, cash advances, alcoholic beverages, firearms and ammunition (except by Law Enforcement), massage parlors, adult entertainment, movie theatres, car washes, tobacco products or any substance, material or service which violates policy, law, or regulation pertaining to Guilford County. It is prohibited for the Cardholder to allow the Procurement card to be used by another individual. The Cardholder is responsible for security of the card number. DRAFT 06-09-15 10
The Cardholder splits a purchase to circumvent the single transaction limit. The Cardholder uses another Cardholder s card to circumvent the single transaction limit assigned to the card. The Cardholder fails to reconcile their transactions by the designated due date. The Cardholder fails to provide Department Director/Manager or Department Liaison with their required receipts. The Cardholder fails to provide, when requested, information about any specific purchase. The Procurement Card SHALL NOT BE USED FOR THE FOLLOWING: Personal purchases Meals when traveling on County business these costs are reimbursed through per diem Personal vehicle gas Services/commodities covered under an existing and legally executed contract(s) Gift cards, money orders, wire transfers, package stores and entertainment expenses Consulting fees and services Legal fees/services Cash Advances Transactions that exceed or circumvent spending limits Gifts receipts cannot be obtained with the Procurement Card Charitable Contributions Moving Expenses Flight Personal Liability Insurance Tours or other social activities Consequences for Misuse/Fraud The Purchasing Director/Procurement Card Administrator and Department Director/Manager reserve the right to revoke use of the Procurement Card at any time for any reason. Fraud: Fraud involves unauthorized use of a Procurement Card by someone other than the individual whose name is on the Procurement Card. This can include stolen or counterfeit cards, or identity theft. Credit Card fraud can be committed by individuals outside the organization or by the cardholder. It could also involve non-employees or former employees working in collusion with current employees of the County. Merchant Fraud: this is another unauthorized activity and involves charges for goods or services not provided by a supplier or vendor. A Cardholder, who makes unauthorized purchases, divides purchases to avoid maximum limits or carelessly uses the Procurement Card shall be liable for the total dollar amount of these transactions plus any administrative fees charged by Bank of America in connection with the misuse. DRAFT 06-09-15 11
For willful and/or gross negligent use of a Procurement Card, an employee shall be subject to disciplinary action up to and including dismissal in accordance with Guilford County Personnel Policy. Using the Procurement Card for personal gain is a serious abuse of the card will result in termination of employment and criminal charges being filed against the Cardholder. AUDIT Guilford County s internal control policies and procedures are as follows: Cardholder will: Reconcile vendor receipts to Cardholder statement. Submit vendor receipt and Cardholder statement to Department Liaison. If order is by telephone/fax, the Cardholder should supply a copy of the order blank or a description of order to Department Liaison. Indicate alternate account number and/or cost share account number for purchases to be charged if different than the default account number assigned to the Procurement Card. Department Liaison Will: Review and send to Finance all card holder receipts and statements. With the written approval of the Department Director/Manager, enter alternate default codes on the monthly Department reports which are distributed by the Purchasing Director/Procurement Card Administrator. Identify transactions requiring the payment of use tax. Approve charges to department in advance of the monthly default cut-off date for approvals established by the Purchasing Director/Procurement Card Administrator. Retain all receipts and vouchers for audit by internal and external auditors. Receipts for purchases are to be maintained for seven (7) years. Purchasing Director/Procurement Card Administrator Will: Receive electronic reports from Bank of America and distribute to Department Director/Managers and Department Liaisons. The report will be received and distributed monthly for reconciliation purposes. Establish and notify Department Liaisons of monthly cut-off date for approvals. Process uploads of Department charges to accounting for charging individual departments. Work with Department Liaison or their designee to ensure their monthly billing statement is correct and matching the electronic reporting file. Upload to individual departments is to be for the total amount of the electronic report file. Make periodic audits of Procurement Card use and charges for appropriateness. Areas to be monitored include, but not limited to compliance with the Procurement Card regulations, compliance with Guilford County regulations, sales and use tax charges. Non-use of Procurement Card(s) by cardholders will also be monitored and may result in revocation of their procurement card. DRAFT 06-09-15 12
The Purchasing Director/Procurement Card Administrator, Guilford County Internal Auditor and Finance Department Director will have access to all transactions and any reports associated with the Procurement Card; and, may perform audits periodically to ensure compliance with the regard of all State and County Purchasing Policies and Procedures. PROCUREMENT CARD ENROLLMENT REQUEST Attachment A The attached form must be used when a Department Director/Manager is submitting a request for a Procurement Card to be issued to a new cardholder. The form collects information required to establish an individual s account within the program. The transaction limits (STL) and monthly limits (CL) and will be determined by the Department Director/Manager. Only forms with an authorized signature will be considered or processed. PROCESS: The Department Director/Manager submits the request to the Purchasing Director/Procurement Card Administrator for processing. The proposed cardholder is issued a copy of the Policy and Procedures Manual and is required to complete and sign an Employee User Agreement Form. This agreement must also be signed by the Department Director/Manager. With this signature, the Department Director/Manager authorizes the cardholder to make purchases within the delegation for the department. The Department Director/Manager shall forward to Finance Department all records of credit card requests, billing statements with backup documentation, cardholder transfers, etc. for storage. DRAFT 06-09-15 13
GUILFORD COUNTY PURCHASING PURCHASING CARD ENROLLMENT REQUEST Attachment A CARDHOLDER INFORMATION Date of Request: Cardholder Name: Cardholder Unique County ID: Cardholder County E-mail Address: Office Mailing Address: City/State: Zip Code: Office Phone Number: Department/Division: Job Title: (First, Middle, Last) BANKCARD INFORMATION Default Account Code: Additional Account Codes Requested: Single Transaction Limit: Allow Travel Expenses? Yes No Location: Monthly Credit Limit: APPROVALS Cardholder's Signature: Manager's Signature: Purchasing Card Administrator's Signature: Purchasing Director's Signature: Date: Date: Date: Date: ASSIGNMENT (completed in Purchasing) Assigned Profile ID: Assigned Card Number: Expiration Date: Please forward completed form to: DRAFT 06-09-15 14
CARD MAINTENANCE PROCUREMENT CARD MAINTENANCE REQUEST Attachment B The attached form must be used when a Department Director/Manager is submitting a request for changes to an existing account or cardholder, such as: name, address or phone number change, single transaction limit (STL), monthly credit limit (CL), merchant category codes (MCC), closing an account, etc. PROCESS: The Department Director/Manager submits the request to the Purchasing Director/Procurement Card Administrator for processing. The Purchasing Director/Procurement Card Administrator will process and advise Department Director/Manager when the request has been completed. The Department Director/Manager shall maintain all records of changes to STL, CL, MCC, closed accounts, etc. In regard to request for increased limits must be approved by the Department Director and sent to the Procurement Card Administrator and/or Procurement Card Coordinator for final approval.
GUILFORD COUNTY PURCHASING PURCHASING CARD MAINTENANCE REQUEST Attachment B CARDHOLDER INFORMATION: Cardholder's Name: Card ID (last 4 digits of card number): DATE OF REQUEST: REQUESTED MAINTENANCE TO ACCOUNT: Name/Address/Phone# Change Change name: Change address to: Change phone # to: Add MCC Strategies: Remove MCC Strategies: Adjust Credit Line from: Adjust Single Transaction Limit from: Change default account code from: Replacement Card (specify reason): Close Account (specify reason): Change Card Status for Traavel Expenses to: to: to: AUTHORIZED SIGNATURE: Cardholder's Signauture: Department Manager Signature: Date: Date: Comments: Please forward completed form to: Purchasing Department
EMPLOYEE AGREEMENT EMPLOYEE USER AGREEMENT Attachment C The attached form, when signed and dated by the employee includes the employee s agreement to abide by Guilford County s Procurement Card Policies and Procedures pertaining to the Procurement Card. Violation of the policy may result in disciplinary action up to and including dismissal. The attached form, when signed and dated by the Department Director/Manager includes the Director/Manager s agreement to monitor transactions and verify the employee abides by Procurement Card Policies and Procedures pertaining to the Procurement Card. Violation of the policy may result in disciplinary action up to and including dismissal. Cardholder Liability: The Procurement Card is a corporate charge card and will not affect your personal credit. It is your responsibility to ensure that the card is used within the stated guidelines of this manual. Failure to comply with the program guidelines may result in permanent revocation of the card, notification of the situation to management, and disciplinary action in accordance with Guilford County Policies and Procedures relating to disciplinary action and termination for cause. Misuse of the County s Procurement Card may constitute fraud and criminal charges may be issued against the cardholder as well.
G GUILFORD COUNTY PURCHASING EMPLOYEE USER AGREEMENT Attachment C I, (employee name), hereby acknowledge receipt of a Guilford County Procurement Card (P-Card). I understand that I am being entrusted with property of Guilford County and will be making financial commitments on their behalf. I pledge to strive to obtain the best value for Guilford County by utilizing the Guilford County Suppliers List provided and maintained by the Guilford County Purchasing Department. I understand Guilford County is liable to Bank of America for all charges made on the Procurement Card. If any inappropriate charges are made with a Guilford County Procurement Card, upon signing the Employee User Agreement, I am giving Finance the authority to deduct those inappropriate charges from my paycheck. If inappropriate charges are made by the entrusted card holder, I agree to relinquish the card, and face disciplinary action, up and including possible dismissal from my position with Guilford County. I agree to use the Procurement Card for approved purchases only and agree not to charge personal purchases. I understand that there will be audits of the monthly statements regarding the use of the Procurement Card; and, that appropriate action will be taken by Guilford County in the event of Procurement Card misuse. I will follow the established procedures for the use of the procurement card. Failure to do so may result in either revocation of my use of privileges and/or other disciplinary actions up to including possible dismissal, in accordance with disciplinary policies of Guilford County. I have been given a copy of the Guilford County Procurement Card Policy and Procedures Manual and fully understand the requirements for procurement card use. I agree to relinquish the procurement card to the Purchasing Director/Procurement Card Administrator or my supervisor immediately upon request. I also agree to relinquish the procurement card upon termination of employment (including retirement). If the card is lost or stolen, I agree to immediately notify the Guilford County Purchasing Department Director/Procurement Card Administrator or Bank of America. As the holder of a Guilford County Procurement Card, I agree to comply with all the terms and conditions listed above regarding my use of the procurement card. Employee Signature Date Department Director/Manager Location Purchasing Director/Procurement Card Administrator Signature Date DRAFT 06-09-15 18