HomeMy WebLinkAboutFIN 030-003 Purchasing Card ProcedureCity p4
PICKERING
City Procedure
Procedure Title: Purchasing Card Procedure
Procedure Number:
FIN 030-003
Reference:
Date Originated:
January 22, 2009
Date Revised:
January 15, 2013
Approval: Chief : • nistrat ' - Officer
(,/ '/ i
Point of Contact: Manager, Accounting Services
Procedure Objective
To provide procedures for the issuance, use and safeguarding of employee assigned and
corporate purchasing cards.
Index
01 Definitions
02 Use of the Purchasing Card
03 Declined Transactions
04 Employee Purchasing Cards
05 Departmental Purchasing Cards
06 Purchasing Card Inquiries
Appendix 1 Employee Purchasing Card Request/Change Form
Appendix 2 VISA Purchasing Card Employee Acknowledgement Form
Appendix 3 VISA Purchasing Card Custodian Acknowledgement Form
Appendix 4 Departmental Purchasing Card Sign-Out/In Sheet
01 Definitions
01.01 Bank - the financial institution that provides the current Purchasing Card
Program for the City.
01.02 Cardholder - an authorized City employee who has been issued and
accepted responsibility for a Purchasing Card.
01.03 City - The Corporation of the City of Pickering.
01.04 Departmental Purchasing Card - issued to a Section, Division or
Department of the Corporation.
01.05 Departmental Purchasing Card Custodian - a designated City employee
who is the custodian of a departmental Purchasing Card.
01.06 Disputed Charges - items charged on a cardholders or departmental
purchasing card's monthly statement that does not accurately reflect the
transactions made by the Cardholder or staff.
01.07 Employee Purchasing Card - issued to an employee of the City who is
solely responsible for its use.
01.08 Plan Administrator - an employee of the City designated by the Treasurer to
be responsible for the administration of the City's Purchasing Card
Program.
01.09 Treasurer - the Treasurer of the Corporation.
02 Use of the Purchasing Card
02.01 The purchasing card is not intended to circumvent the City's purchasing
policy and procedures. Specifically, the card should not be used when a
purchase order is required or in the place of other established vendor
contracts that have been competitively bid for best pricing, unless approved
by the Treasurer.
02.02 Under no circumstances shall a transaction be "split" into two or more
transactions to bypass a purchasing card's single transaction dollar limit.
02.03 Cardholders will be held liable for any misuse, wilful disregard of policies or
procedures and any fraud or collusion. Misuse of the purchasing card
could result in disciplinary action, including termination of employment.
Employee and departmental issued purchasing cards must not be used for:
a) personal purchases of any kind;
b) non -City purposes;
c) cash advances;
d) alcohol *;
e) donations;
f) professional services;
g) salaries, wages or consulting and contract fees; and
h) goods that can be attained from the inventory held at the
Operations Centre.
Procedure Title: Purchasing Card Procedure Page 2 of 15
Procedure Number: FIN 030-003
* Any exceptions, for example for corporate events and meetings that are
deemed of a corporate nature, must have prior approval of the appropriate
Director and then the Chief Administrative Officer.
03 Declined Transactions
03.01 A transaction may be declined for reasons that may include:
a) merchant category codes that are blocked from the Purchasing
Card Program;
b) cardholder may have reached his or her transaction or monthly
limit; or
c) the account is locked by the bank due to possible fraudulent card
use.
If a transaction is declined, contact the Plan Administrator.
04 Employee Purchasing Cards
04.01 Application and Issuance
An employee purchasing card is issued to an individual, herein referred to
as the "cardholder", who is solely responsible for its use. The card shall not
be loaned to others. Although the card is issued to the cardholder, it
remains the City's property and may be rescinded at any time.
To obtain a purchasing card, the employee completes an Employee
Purchasing Card Request/Change Form (see Appendix 1) Employee
Purchasing Card Request Change Form and forwards it to his or her
Director or Division Head for consideration.
The Director or Division Head assesses the employee's need for a
purchasing card. There are two general guidelines for establishing who
may receive a card:
a) Employees who are most likely to make purchases for their
organizational area; and
b) the need for a backup cardholder.
Upon approval, the Director or Division Head forwards the Employee
Purchasing Card Request/Change Form Employee Purchasing Card
Request Change Form to the Plan Administrator, who will provide a US
Bank Visa Purchasing Card Form to the employee for his or her signature.
The Plan Administrator arranges for the issuance of the card subject to the
approval of t he Treasurer.
The Plan Administrator will assign the employee the standard $1,130 single
transaction limit (as may be amended) and a $5,000 monthly card limit.
'rocedure Title: Purchasing Card Procedure Page 3 of 15
'rocedure Number: FIN 030-003
When a transaction must be completed using a purchasing card and the
transaction amount exceeds the single transaction limit, a temporary
increase to an employee's single transaction limit, up to a maximum
amount of $200 can be approved by the Plan Administrator with the written
approval of employee's Director, Division Head or Manager. A temporary
increase exceeding $200 or any permanent increase in the single
transaction or monthly card limit must be approved by the employee's
Director or Division Head and the Treasurer.
New purchasing cards are issued by the bank and the cards are sent
directly to the Plan Administrator for distribution to the cardholders. The
Plan Administrator is responsible for activation of the card.
Prior to issuing a purchasing card, the Plan Administrator provides the
individual with a VISA Purchasing Card Employee Acknowledgement Form
(see Appendix 2) Purchasing Card Employee Acknowledgement Form
The employee reads and signs the form accepting his or her responsibilities
and obligations, and returns the signed form to the Plan Administrator.
The Plan Administrator provides training to the cardholder on the use of the
purchasing card and the cardholder's responsibilities.
Upon receipt, the cardholder checks to ensure that all the information on
the purchasing card is correct and signs the back of the card. If there are
any inaccuracies, the cardholder advises the Plan Administrator who
notifies the bank.
When the purchasing card is not in use, the cardholder ensures the card
and other documents (e.g., monthly statements, credit card receipts, etc.)
are kept in a secure location at all times.
04.02 Changes in Purchasing Card Limits
To request a permanent change(s) to their transaction and/or monthly card
limit, the cardholder completes an Employee Purchasing Card
Request/Change Form (see Appendix 1) Employee Purchasing Card
Request Change Form and forwards it to his/her Manager/Supervisor and
Director/Division Head for consideration.
The Director or Division Head assesses the cardholders need for changing
his or her transaction and/or monthly card limit. Upon approval, the
Director or Division Head forwards the Employee Purchasing Card
Request/Change Form Employee Purchasing Card Request Change Form
to the Plan Administrator, who makes the change(s), subject to the
approval of the Treasurer.
04.03 Cardholder Status Changes and Purchasing Card Cancellations
When a cardholder no longer requires a purchasing card (e.g., employee
terminations, transfers to a new department or position, or the employee
takes a leave of absence extending beyond 60 days) the cardholder's
Procedure Title: Purchasing Card Procedure Page 4 of 15
Procedure Number: FIN 030-003
supervisor or manager immediately notifies the Plan Administrator who
immediately contacts the bank to cancel the purchasing card.
The cardholder returns their purchasing card to the Plan Administrator who,
immediately upon receipt, cuts the card in half. In some cases, such as
employee terminations, it may be appropriate for the cardholder's
supervisor to retrieve the employee's purchasing card and return it to the
Plan Administrator.
04.04 Receipt of Goods and Services and Returning Items
The cardholder ensures that goods and/or services purchased with the
purchasing card have been received (signed packing slip or invoice) and
follows -up with the vendor to resolve any delivery problems, billing
discrepancies or concerns about receipt of damaged goods.
The cardholder returns items (exchanges, damaged goods, etc.) directly to
the vendor by whichever means the vendor requires. The cardholder also
ensures that proper credit is posted to their account for any returned items
or other adjustments. Any credits must be issued against the same
purchasing card that the original transaction was charged to.
04.05 Supporting Documentation and Reconciliation of Monthly Statements
The cardholder obtains vendor invoices, detailed original receipts, order
forms/applications, packing slips, etc., to support the purchases made
using his/her purchasing card. Credit card receipts alone are not sufficient
as they do not provide adequate details of the expenses claimed or
applicable taxes.
The cardholder ensures that an adequate description of the goods and/or
services is recorded on each receipt. The receipt or invoice must be
itemized to show the purchase cost(s) and applicable taxes.
When placing a phone or fax order, the cardholder obtains an order number
and a copy of the invoice.
When purchasing items on the Internet, the Cardholder obtains a printout of
the order, including confirmation number and "address" of the company and
a copy of the invoice if possible.
The cardholder obtains a replacement receipt from the vendor or the bank if
a receipt(s) is lost or misplaced.
Each month, the Accounts Payable Clerk II receives a detailed statement
for each purchasing card that lists the transactions for the previous month.
The Accounts Payable Clerk II forwards the statements to the cardholders
who verify the completeness and accuracy of the statements by matching
all receipts, invoices, order forms/applications, packing slips, etc., to the
monthly statements.
'rocedure Title: Purchasing Card Procedure Page 5 of 15
'rocedure Number: FIN 030-003
For each transaction listed on the monthly statement, the cardholder
records the appropriate general ledger account(s) to be charged.
The cardholder attaches all original receipts and documentation related to
his/her purchasing card transactions to the monthly statement and forwards
the documentation to their immediate supervisor within 10 business days of
the statement date.
The cardholder's immediate supervisor reviews all transactions on the
statement for appropriateness and adequacy of supporting documentation
and follows -up any questionable items with the cardholder.
Once approved the cardholder's immediate supervisor signs and dates the
cardholder's monthly statement and forwards it with the supporting receipts,
etc., to Accounting Services Section of Corporate Services Department.
04.06 Disputed Purchasing Card Charges
Items being disputed (failure to receive the goods, incorrect amounts,
erroneous charges, duplicate charges, credits not processed, etc.) shall be
settled as follows:
a) The cardholder contacts the supplier directly to attempt a resolution.
The cardholder highlights the item(s) on the statement until the issue
is resolved and a credit is shown on subsequent statements; and
b) if the dispute continues, the cardholder notifies the Plan Administrator
who advises the bank of the dispute within 30 days of the purchasing
card statement date.
Failure to notify the bank of disputed charges within the prescribed 30 days
will result in the disputed charges being automatically charged to the City
and against the subject department's accounts.
04.07 Lost or Stolen Purchasing Cards
If the purchasing card is lost or stolen, the cardholder immediately notifies
the Plan Administrator during business hours. If the card is lost or stolen
outside of regular business hours, the cardholder notifies the bank
(1.877.332.7461) immediately to cancel the purchasing card.
If the lost or stolen purchasing card is subsequently recovered or found, the
cardholder returns the card to the Plan Administrator who immediately cuts
it in half.
05 Departmental Purchasing Cards
05.01 Application and Issuance
Departmental purchasing cards have been assigned to various
Departments and can be used, at the Director or Division Head's discretion,
Procedure Title: Purchasing Card Procedure Page 6 of 15
Procedure Number: FIN 030-003
by more than one individual. Acceptance of the departmental purchasing
card is at the sole discretion of the vendor or supplier.
Due to a change in bank policy, US Bank Canada will no longer issue
Departmental purchasing cards. The following procedure will pertain to the
existing Departmental purchasing cards.
The Director or Division Head selects a City employee to be the custodian
of the departmental purchasing card who will be responsible for the
safekeeping of the card, tracking its usage and reconciling the monthly
statements to the supporting receipts, etc.
The Plan Administrator provides the custodian with a VISA Purchasing
Card Custodian Acknowledgement Form (see Appendix 3) Purchasing
Card Custodian Acknowledgement Form. The employee reads and signs
the form accepting his or her responsibilities and obligations and returns
the signed form to the Plan Administrator
The Plan Administrator provides training to the custodian of the
departmental purchasing card on his or her responsibilities.
When the departmental purchasing card is not in use, the custodian
ensures the card and supporting documents (monthly statements, credit
card receipts, etc.) are kept in a secure location at all times.
05.02 Changes in Custodian and/or Purchasing Card Limits
To change the custodian, an Employee Purchasing Card Request/Change
Form (see Appendix 1) Employee Purchasing Card Request Change Form
is completed and signed by the Director or Division Head. The form is
forwarded to the Plan Administrator to update his or her records. In some
cases, such as employee terminations, it may be appropriate for the
custodian's immediate supervisor to retrieve the departmental purchasing
card.
The Plan Administrator provides the new custodian with a VISA Purchasing
Card Custodian Acknowledgement Form (see Appendix 3) Purchasing
Card Custodian Acknowledgement Form. The employee reads and signs
the form accepting his or her responsibilities and obligations, and returns
the signed form to the Plan Administrator.
To request a change(s) to the transaction and/or monthly card limits, an
Employee Purchasing Card Request/Change Form (see Appendix 1)
Employee Purchasing Card Request Change Form is completed and
forwarded to the Director or Division Head for approval. The form is
forwarded to the Plan Administrator, who makes the change(s) subject to
the approval of the Treasurer.
rocedure Title: Purchasing Card Procedure Page 7 of 15
rocedure Number: FIN 030-003
05.03 Purchasing Card Cancellations
When a departmental purchasing card is no longer required, the Director or
Division Head immediately notifies the Plan Administrator who immediately
contacts the bank to cancel the purchasing card.
The custodian returns the purchasing card to the Plan Administrator who,
immediately upon receipt, cuts the card in half.
05.04 Signing-Out/In of the Purchasing Card
The custodian of the department purchasing card records the following card
usage information on the Departmental Purchasing Card Sign-Out/In Sheet
Form (see Appendix 4) Departmental Purchasing Card Sign Out/In Sheet:
a) time and date the card is signed out;
b) employee signature (sign -out);
c) description of proposed purchase;
d) supplier/vendor;
e) time and date the card is returned; and
f) employee signature (sign in).
05.05 Receipt of Goods and Services and Returning Items
The custodian ensures that employees using the departmental purchasing
card have confirmed receipt of the goods and/or services (e.g., signed
packing slip or invoice). Employees using the card are responsible for
following-up with the vendor to resolve any delivery problems, billing
discrepancies or concerns about receipt of damaged goods.
Employees using the departmental purchasing card are responsible for
returning items (exchanges, damaged goods, etc.) directly to the vendor by
whichever means the vendor requires. The employee advises the
custodian of items returned or other adjustments to ensure that proper
credit is posted to the departmental purchasing card account. Any credits
must be issued against the same purchasing card that the original
transaction was charged to.
05.06 Supporting Documentation and Reconciliation of Monthly Statements
The custodian ensures that employees using the departmental purchasing
card have provided vendor invoices, detailed original receipts, order
forms/applications, packing slips, etc., to support their purchases. Credit
card receipts alone are not sufficient as they do not provide adequate
details of the expenses claimed or applicable taxes.
Procedure Title: Purchasing Card Procedure Page 8 of 15
Procedure Number: FIN 030-003
Employees using the departmental purchasing card must ensure that an
adequate description of the goods and/or services is recorded on each
receipt. The receipt or invoice must be itemized to show the purchase
cost(s) and applicable taxes.
When placing a phone or fax order, employees using the departmental
purchasing card must ensure that an order number and a copy of the
invoice have been obtained.
When purchasing items on the Internet, employees using the departmental
purchasing card must ensure that a printout of the order, including
confirmation number and "address" of the company, and a copy of the
invoice, if possible, have been obtained.
Employees using the departmental purchasing card are responsible for
ensuring that a replacement receipt from the vendor or the bank if a
receipt(s) is lost or misplaced is obtained.
Each month, the Accounts Payable Clerk II receives a detailed statement
for each purchasing card that lists the transactions for the previous month.
The Accounts Payable Clerk II forwards the statements to the custodian
who verifies the completeness and accuracy of the statements by matching
all receipts, invoices, order forms/applications, packing slips, etc., to the
monthly statements.
For each transaction listed on the monthly statement, the card custodian
records the appropriate general ledger account(s) to be charged.
The card custodian attaches all original receipts and documentation related
to the departmental purchasing card transactions to the monthly statement
and forwards the documentation to their Director or Division Head within 10
business days of the statement date.
The Director or Division Head reviews all transactions on the statement for
appropriateness and adequacy of supporting documentation and follows -up
any questionable items with the custodian or employee who made the
purchase.
Once approved the Director or Division Head signs and dates the monthly
statement and forwards it with the supporting receipts, etc. to Accounting
Services Section of Corporate Services Department.
05.07 Disputed Purchasing Card Charges
Items being disputed (failure to receive the goods, incorrect amounts,
erroneous charges, duplicate charges, credits not processed, etc.) shall be
settled as follows:
a) the custodian or employee who made the purchase contacts the
supplier directly to attempt a resolution. The card custodian highlights
)rocedure Title: Purchasing Card Procedure Page 9 of 15
kocedure Number: FIN 030-003
the item(s) on the statement until the issue is resolved and a credit is
shown on subsequent statements; and
if the dispute continues, the card custodian notifies the Plan
Administrator who advises the bank of the dispute within 30 days of
the purchasing card statement date.
Failure to notify the bank of disputed charges within the prescribed 30 days
will result in the disputed charges being automatically charged to the City
and against the subject department's accounts.
05.08 Lost or Stolen Purchasing Cards
If the departmental purchasing card is lost or stolen, the custodian
immediately notifies the Plan Administrator during business hours. If the
card is lost or stolen outside of regular business hours, the card custodian
notifies the bank (1.877.332.7461) immediately to cancel the purchasing
card.
If the lost or stolen purchasing card is subsequently recovered or found, the
card custodian returns the card to the Plan Administrator who immediately
cuts it in half.
06 Purchasing Card Enquiries
Contact the Plan Administrator.
Appendix 1 Employee Purchasing Card Request Change Form
Appendix 2 Purchasing Card Employee Acknowledgement Form
Appendix 3 Purchasing Card Custodian Acknowledgement Form
Appendix 4 Departmental Purchasing Card Sign Out/In Sheet
Procedure Title: Purchasing Card Procedure Page 10 of 15
Procedure Number: FIN 030-003
Appendix 1
Employee Purchasing Card
Request/Change Form
This form is to be completed when establishing (Section 1) or amending the limit amounts (Section 2) of a
Purchasing Card issued to an individual employee.
Department
Division
Date of Request
Section
Section 9 Establish Employee Purchasing Card
Cardholder Name (as it will appear on Card)
Title
Purpose
Single Transaction Limit
Standard Amount $1,130.00
Higher Limit Requested $
Reason for Higher Limit
On an exception basis, limits above the standard may be considered subject to the Treasurer's approval.
Monthly Limit
Standard Amount $5,000.00
Higher Limit Requested $
lection 2 - Change in Limit Amount
Cardholder Name (as it will appear on Card)
Title
Purpose
Single Transaction Limit
Standard Amount $1,130.00
Higher Limit Requested $
Reason for Limit Increase/Decrease
On an exception basis, limits above the standard may be considered subject to the Treasurer's approval.
Monthly Limit
Standard Amount $5,000.00
Higher Limit Requested $
CSV 0902-10128 Rev. 12/10/10
Page 1 of 2
rocedure Title: Purchasing Card Procedure
rocedure Number: FIN 030-003
Page 11 of 15
Appendix 1
Employee Purchasing Card
Request/Change Form
Part 3 - Authorization (required)
Approved by ManagerlSupervisor (as applicable)
Date
Approved by Division- Head (as applicable) Date
Approved by Director (as applicable) Date
Approved by Purchasing Card Plan Administrator Date
Approved by Treasurer Date'
CSV 0902-10/28 Rev. 12/10/10 Page 2 of 2
Procedure Title: Purchasing Card Procedure Page 12 of 15
Procedure Number: FIN 030-003
Appendix 2
Purchasing Card
Employee Acknowledgement Form
This document outlines the responsibilities I have as a holder of the VISA Purchasing Card (hereinafter
referred to as the "card") for procurement. My signature indicates that I have read and understand these
responsibilities, and agree to adhere to the policies and procedures established for the program.
1. The card is intended to facilitate the purchase and payment of materials and services required to
conduct business on behalf of the City of Pickering (hereinafter referred to as the "City"). I cannot use
the card for personal purchases.
2. Unauthorized use of the card can be considered misappropriation of funds. This could result in a)
immediate and irrevocable forfeiture of the card, and/or b) disciplinary action which may result in
termination of employment.
3. I ,understand that the card must be surrendered upon termination of employment, whether for retirement,
voluntary separation, resignation, or dismissal. I may also be requested to surrender the card for
reasons not related to my own personal. situation, such as re -organization.
4. I will maintain the card with appropriate security whenever and wherever I may use the card. If the card
is lost or stolen during regular business hours, I agree to notify the Plan Administrator immediately. If
the card is lost or stolen outside of regular business hours, I agree to notify the Bank immediately to
cancel the card (1.877.332.7461). I understand that it is my responsibility to be aware of the relevant
Bank information (i.e., name of Banking Institution), so that I may inform the Bank in case of a lost or
stolen card.
5. The card is issued in my name. I will not allow any other person to use my card.
6. I understand that since the company is responsible for payment, I may be periodically required to comply
with internal control procedures designed to protect the organizations assets. This may include being
asked to produce the credit card records for audit purposes.
7. I understand that I will receive a monthly statement that will report all activity during the last cycle. I will
resolve any discrepancies by either contacting the supplier or the Plan Administrator as appropriate. I
understand that I will be required to obtain a copy of the cash register receipt of packing slip and
reconcile them with the monthly statement.
8. I understand that all charges will be billed directly to and paid directly by the company. I understand that
the Bank cannot accept payment from me directly.
9. I understand that the charges made against my card are automatically recorded against the appropriate
GL accounts as specified by management. I agree to charge only those purchases consistent with the
type of materials and services authorized by management.
Employee Name (please print)
Employee Signature
CSV 0903-10/28 Rev. 12/10/10
Date
Card No.
rocedure Title: Purchasing Card Procedure
rocedure Number: FIN 030-003
Page 13 of 15
Appendix 3
Purchasing Card
Custodian Acknowledgement Form
This document outlines the responsibilities I have as a custodian of the VISA Departmental Purchasing
Card (hereinafter referred to as the "card") for procurement. My signature indicates that I have read and
understand these responsibilities, and agree to adhere to the policies and procedures established for the
program.
1. The card is intended to facilitate the purchase and payment of materials and services required to
conduct business on behalf of the City of Pickering (hereinafter referred to as the "City"). I cannot use
the card for personal purchases. Unauthorized use of the card can be considered misappropriation of
funds. This could result in a) immediate and irrevocable forfeiture of the card, and/or b) disciplinary
action which may result in termination of employment.
2. I will protect and control the card at all times. I will retain physical custody of the card and will ensure
that itis kept in a secure location. I will use the Purchasing Card Sign -Out Sheet to track card usage
and will report any questionable transactions to my Director or Division Head and the Plan Administrator.
Furthermore, I will only sign -out the card to staff authorized by my Director or Division Head.
3. I understand that the card must be surrendered upon termination of employment whether for retirement,
voluntary separation, resignation or dismissal, or if a new custodian is appointed.
4. If the card is lost or stolen during regular business hours, I agree to notify the Plan Administrator
immediately. If the card is lost or stolen outside of regular business hours, I agree to notify the Bank
immediately to cancel the card (1.877.332.7461). I understand that it is my responsibility to be aware of
the relevant Bank information (i.e:, name of Banking Institution), so that I may inform the Bank in case of
a lost or stolen card.
5. I understand that since the company is responsible for payment, I may be periodically required to comply
with internal control procedures designed to protect the organizations assets. This may include being
asked to produce the credit card records for audit purposes.
6. I understand that I will receive a monthly statement that will report all activity during the last cycle. I will
reconcile the monthly statement to the submitted vendor invoices, detailed original receipts, packing
slips, etc. I will resolve any discrepancies by either contacting the supplier or the Plan Administrator as
appropriate. Furthermore, for each transaction listed on the monthly statement, I will record the
appropriate general ledger account(s) to be charged.
7. I will provide the monthly statement and supporting documentation to the Director or Division Head for
his or her review and sign -off. I understand that the monthly statement and supporting receipts
documentation is then to be forwarded to the Accounting Services Section of the Corporate Services
Department.
Employee Name (please print)
Employee Signature
CSV 0904-10/28 Rev. 12/10/10
Date
Card No.
Procedure Title: Purchasing Card Procedure Page 14 of 15
Procedure Number: FIN 030-003
Appendix 4
Departmental Purchasing Card
Sign-Out/In Sheet
This form is to be completed when a Departmental Purchasing Card is given to staff by the Purchasing Card
Custodian.
Purchasing Card Custodian
Department
Division
Card -ba
Card No.
Section
Receiving Card Description of Intended
Date (dimly) Signature
Purchase
Card Returned
Returning Card
Date (dimly) Signature
The Purchasing Card Custodian should keep this log lockedlsecured with the Purchasing Card at all
times.
CSV 0905-10t28 Rev. 1 2/1 0/1 0
:: rocedure Title: Purchasing Card Procedure
'rocedure Number: FIN 030-003
Page 15 of 15
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Previous Wording
The Plan Administrator will assign the employee the standard
$1,130 single transaction limit (as may be amended) and a
$5,000 monthly card limit. When a transaction must be
completed using a purchasing card and the transaction
amount exceeds the single transaction limit, a temporary
increase to an employee's single transaction limit, up to a
maximum amount of $200 can be approved by the Plan
Administrator with the written approval of employee's
Director, Division Head or Manager. A temporary increase
exceeding $200 or any permanent increase in the single
transaction or monthly card limit must be approved by the
employee's Director or Division Head and the Treasurer.
To request a permanent change(s) to their transaction and/or
monthly card limit, the cardholder completes an Employee
Purchasing Card Request/Change Form (see Appendix 1) and
forwards it to his/her Manager/Supervisor and
Director/Division Head for consideration.
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