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Revised 02/04/16 City of Puyallup Purchasing Card Training Manual Purchasing Card Provider Purchasing Card Administrator USBank Irene Claire Customer Service Cardholder Support Accounts Payable [PHONE REDACTED] Phone: [PHONE REDACTED] Report Fraudulent Activity Fax: [PHONE REDACTED] [PHONE REDACTED] E-Mail: [EMAIL REDACTED] PURPOSE: The purpose of the Purchasing Card program is to facilitate an efficient, cost-effective method of purchasing and payment of small dollar transactions. BENEFITS Provide an easy and efficient method for small-dollar purchasing. Eliminate a variety of manual transactions such as inputting and approving multiple requisitions, printing Purchase Orders, and producing separate checks. Streamline vendor payments and reduce turnaround time. DEFINITIONS: Approving Officials: The supervisor who designated Cardholders and recommends purchasing card limits within their department. Cardholder: The employee who is issued a City of Puyallup Purchasing Card. The Cardholder signs an Agreement for the Purchasing Card, and is financially responsible for all charges made using the Purchasing Card. The Cardholder is responsible for the proper use and safety of the Purchasing Card. Cardholder Spending Limit: This limit is the maximum dollar amount authorized for a Cardholder’s account within a thirty (30) day period. The account is automatically replenished on the day after the billing date. Cardholder Single-Transaction Limit: This limit restricts the amount of any single purchase made by a Cardholder. The limit can be comprised of single or multiple items purchased at one time from a single vendor. ---PAGE BREAK--- Revised 02/04/16 Card Custodian: The Card Custodian is either the Cardholder, or a designated individual in the department charged with the responsibility of signing the card in and out, and reconciling the statement. Dispute: A disagreement or discrepancy between the Cardholder and the Purchasing Card vendor regarding item(s) appearing on the Cardholder’s statement. Purchasing Card: The Purchasing Card is a separate bank credit card account established by the City for use in City transactions. Purchasing Card Program Administrator: The Program Administrator is an employee in the Finance Department designated as the administrator. The Program Administrator acts as a liaison with the Purchasing Card vendor to establish and administer program requirements and monitor employee compliance. The Program Administrator is responsible for providing training advice and assistance to Cardholder’s and Approving Managers. The Program Administrator reports to the Finance Director. PURCHASING CARD PROCESS A. Request for New Account 1) Employees wishing to obtain a City of Puyallup Purchasing Card must receive prior approval from the appropriate approval authority. 2) Once approval is obtained, the employee or supervisor contacts the Purchasing Card Program Administrator to request a Purchasing Card Application. The employee fills out the application, have it signed by the appropriate authority and return to the Program Administrator. 3) Upon receipt of the application, the Program Administrator coordinates with USBank to establish the account and order the card. 4) Prior to release of the Purchasing Card to the employee, the employee must read and sign the Purchasing Card Agreement. B. Using the Purchasing Card 1) Need for Goods and/or Services: All purchases must be made in accordance with the City of Puyallup’s Purchasing Policy. Purchasing Cards may not be used for personal use, personal identification, cash advances, computer software/hardware (without prior approval from the Information Systems Manager), or tuition reimbursement. Purchasing Cards may not be used as a substitute for professional services agreements, public works contracts, and/or human services contracts. 2) Permission by Manager and Department Director: Cards will be authorized with restrictions on the type and dollar amount of transactions. 3) Goods or Services Purchased: Designated employees may use the Purchasing Card to purchase goods by phone, in-store, e-mail or fax. The City of Puyallup discourages use of the Purchasing Card to place merchandise or service orders over the Internet, as security cannot be guaranteed. 4) Purchasing Card Address: The address to reference to the merchant: 333 South Meridian, Puyallup, WA 98371. 5) Receipt Received: The employee retains the original receipt for goods and/or services. All receipts are required for reconciliation with the Purchasing Card Statement. ---PAGE BREAK--- Revised 02/04/16 6) Reconciliation: The Purchasing Card is billed the 25th day of the month. Upon billing, the designated department representative will forward the individual statement to the Cardholder. The Cardholder/designated employee will reconcile the statement with the original receipts. The statement will be reviewed and signed by the Cardholder’s supervisor and returned to the Program Administrator by the date indicated on the routing slip. a) The person designated to reconcile the statement will follow the following steps: Compare and match each transaction listed on the statement with sales receipts, credit slips and invoices. Provide ITEMIZED receipts. Write the appropriate IFAS account number next to each transaction. Have the Authorizing Manager sign the statement. Forward the reconciled statement and receipts to the Program Administrator by the deadline referenced on the routing slip. 7) Verification: The Purchasing Card Program Administrator will verify the reconciliation and receipts. 8) Payment: Accounts Payable pays all Purchasing Card Statements with one check on a basis. C. Purchasing Card Security 1) Only the authorized Cardholder may use the Purchasing Card. Cards and card account numbers must be safeguarded against use by unauthorized individuals in the same manner you would secure and protect your own personal credit card. 2) If a Purchasing Card is lost or stolen, the Cardholder is responsible to IMMEDIATELY notify the Purchasing Card Program Administrator and USBANK Customer Service ([PHONE REDACTED]). If a card is lost or stolen outside of business hours, the Cardholder is responsible for contacting USBANK immediately, and notifying the Program Administrator as soon as possible during business hours. D. Credit Limit Change 1) If a Cardholder requests a change in credit limit or single-transaction limit, the cardholder shall contact their supervisor and have their supervisor email the request to the Program Administrator. The Program Administrator will process the request online. E. Disputes 1) Disputed Billings may occur on account of: Failure to receive goods, fraud, misuse, altered charges, defective merchandise, incorrect amounts, duplicated charges, credits not processed, etc. Cardholder’s are responsible for noting any disputed billings on their statement during the reconciliation process. 2) Prior to listing a charge as disputed, the Cardholder shall attempt to solve the problem with the vendor. ---PAGE BREAK--- Revised 02/04/16 3) If the problem cannot be solved through the vendor, the Cardholder is responsible for notifying the Program Administrator of the disputed item. The Program Administrator will work with USBANK to determine a solution for the dispute. F. Purchasing Card Agreement (Attached) 1) Cardholders are required to sign the attached Purchasing Card Agreement before a City of Puyallup Purchasing Card will be released for use. Cardholder’s are expected to carefully read the Agreement. Please contact the Program Administrator at 841-5501 if there are any questions regarding the terms and conditions.