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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 0 .A 0 fV 0 0 Section 0Oco 11) su 0C�E� t0/J Q- O O O r* y O iu A3 O O O'a ?n3 Q.cD mO ...IL -,N cD N O O co 0 O R C1 m = 0_ 3 n A' z N 'a Nco q °C a 0 <CD"5_y 0"0 O 3 O a) R. -t' _.N O CZ O. q y3�-1 (• C 'C `C'G 3 cD a1 0Q r+ c0 QV 0Q W 3 to - =^cD oma' rr 3 cD O O D3 O. c 0 "%= = a� ID 0 laD 7 .E„, . CD ' r+ cn N m 3 �0 0= N_ wi 3o ,y, N FD 'C CDC ._. N 7F5:33��� ca n-, rt N 3: cco�3�0 ,- =-o C7 sy Q -p O 7 3. 3 CD 0 :-r _ N CD 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. Z CD 0 a_ 7. Q CD IMMN� C CD 3 3 71• 0 o 0p � • (D CD -1 N CD O a. CD L _ 0 Cu N 0 O ,1; al N �� .r. 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