PURCHASING CARD GUIDELINES



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AR: 1.07 September 2008

Purchasing Card Guidelines Administration

Wakulla County is committed to providing a Purchasing Card Program that will allow the purchase of goods and board directed services (to include travel) in a more streamlined and efficient manner. Further, the Program authorizes the payment of vendor invoices where allowed by administrative procedures.

The Purchasing Card Program is a strategy that has been successfully executed throughout many County, City and State Governments. Although not a new concept, the Purchasing Card Program offers more automation in the approval and payment of purchases by incorporating those functions with existing software utilized by the Clerk of the Court.

The following are a few of the benefits offered:

• Cost reduction in the purchasing process

• Convenience of paying for authorized travel expenditures without having to request an advance check or personally paying for expenditures and having to wait for reimbursement.

• Expedites delivery of goods

• Allows accountability

• Provides for increased use of tax exemption

• Provide an efficient method of purchasing and paying for goods and services within an employee’s authorized purchase limits.

• Reduce the number of Purchase Orders and associated costs thereof.

• Reduce the number of checks written and associated costs thereof.

• Reduce processing time for vendor payment.

• Reduce the use of direct payments and petty cash funds.

• Reduce the time spent processing low dollar transactions while increasing accountability.

• Improve management reporting.

• Provide potential for enhanced discount structure with suppliers.

• Improve service to the eligible users and vendor community.

SECTION I – GENERAL PROGRAM GUIDELINES

The County Purchasing Card Program Administrator (CPCPA) coordinates, monitors, and oversees the County’s purchasing card program, ensures that key controls are in place and operate as designed, and works with appropriate management staff to determine which employees will benefit from a purchasing card and to help establish card limits.

The Purchasing Card is the property of the County and is for business purposes only. Use of the Purchasing Card is limited to the authorized cardholder whose name appears on the face of the card. Purchasing Cards are issued following the completion and/or approval of:

• A Cardholder Profile (see Forms Section)

• Wakulla County’s Purchasing Card Training

Each Cardholder will be responsible for the purchases they make and will be required to adhere to applicable purchasing policies. The same purchasing rules apply when using the Purchasing Card as when using other procurement methods. Purchases over $1,000 require two or more documented verbal quotes (see Purchasing Matrix in “References”). Cardholders are expected to use good and reasonable judgment when making purchases. Splitting transactions to stay within purchasing card limits is prohibited. It is recommended that cardholders obtain a temporary adjustment to their purchasing card should a one-time purchase outside the cardholder’s normal limits becomes necessary.

SECURITY

The security of each card is the Cardholder’s responsibility. Every precaution should be used to protect the account number, expiration date, receipts and any other paperwork that contains card information.

If the card is lost or stolen, cardholder must immediately notify the Purchasing Card Program Administrator. After normal business hours, Cardholders must report the lost or stolen card directly to Bank of America Customer Service at 1.888.449.2273 and follow up with the Purchasing Card Program Administrator the next business day.

Any cardholder who knowingly makes or attempts to make purchases that violate state laws or county policies, or assists another employee in such a purchase will be subject to disciplinary action. Additionally, Cardholder will be required to reimburse the county for the cost or have the merchant reverse the charge of any purchases that are found improper or not for business purposes.

PURCHASE TYPES

As a general rule, commodities or services previously bought using a purchase order may be bought using the purchasing card.

Allowable purchases may include:

• Office Supplies

• Paper products

• Business Cards

• Envelopes

• Conference Registrations

• Training or Class Fees

• Airfare & Lodging Accommodations

• Rental Car

• Parking/Shuttle Services

• Automobile repairs (upon prior approval of Director & OMB)

Prohibited purchases are:

• Cash Advances

• Personal Purchases

• Tobacco Purchases

• Alcoholic Products

• Entertainment Purchases

CARDHOLDER PROFILE

A cardholder profile establishes the spending limitations per user (see Forms Section). Full-Time Permanent Employees and Part-Time Permanent Employees may be cardholders.

The following individuals are NOT permitted to have or retain a card:

• OPS or Seasonal Employees

• On-Call Employees

• Suspended Employees

• Untrained Employees

• Employees on personal leave of absence for more than one month

• Non-County Employees

MERCHANT INFORMATION

A merchant currently accepting VISA credit cards is prepared to accept the County’s Purchasing Card.

Cardholders should always attempt to obtain a receipt for the items purchased. If the Cardholder cannot obtain a receipt but is offered a “paid” invoice from the vendor, it should include the following information:

• Merchant name, address and phone number

• Date of transaction

• Description of items ordered/purchased including number of items

• Total amount of charge – balance owed should reflect $-0-

If a Cardholder returns any merchandise, a credit should be issued to the Cardholder’s Purchasing Card account and a credit receipt obtained. Under no circumstances may a cardholder receive cash. If the credit does not appear in the system within a reasonable time period (10-14 days), the cardholder should contact the merchant to obtain the status. If the cardholder does not obtain a credit within this time frame the CPCPA must be contacted to begin the paperwork to file a dispute with the bank. Merchants with restrictive return policies should be avoided whenever possible.

If a merchant cannot or does not completely fill an order, said merchant should only bill for those items shipped. Merchants must never bill Cardholders for items not shipped or items on backorder. Cardholders should notify the CPCPA of merchants who chronically bill prior to the shipment of goods.

Merchant Category Codes (MCC) – the MCC’s are assigned by VISA to a merchant and are used to identify the primary type of goods or service they provide. The MCCs are designed to offer every combination possible and are coded to the Cardholder’s profile as a means of limiting the card use for prohibited purchases. Some identified merchants are blocked from participating in this program based on their assigned MCC (commodities/services offered).

TAX EXEMPT

All commodities purchased with the Purchasing Card within the State of Florida are exempt from state sales and use tax. The tax exempt number is listed on the face of the card. Purchases made in other states are subject to that state’s sales tax.

Should a vendor refuse to grant the state sales tax exemption then the Cardholder must make note of this on their sales receipt or other appropriate back-up documentation. Every effort should be made to obtain the tax exemption if the charge is over $100.00.

PURCHASE DENIAL

Infrequently, a cardholder may attempt to purchase from a merchant and the purchase is denied. In most cases, the reason for the denial will be available the same day the purchase is attempted.

Common Denial Reasons:

X Cardholder has attempted to make a purchase from a merchant whose MCC is not authorized on the Cardholder’s personal profile.

X Purchase is greater than the Cardholders single transaction limit (STL).

X Purchase is greater than the Cardholders monthly limit.

DISPUTES

Notify the CPCPA of any unauthorized charges discovered on the Cardholder’s card so that they can be disputed, if necessary.

The following are some basic dispute reasons accepted by the card provider:

o Unauthorized transaction (charge).

o Charge amount does not agree with the order authorizing the charge and the vendor refuses to issue a credit.

o Merchandise or service was not received.

o Merchandise ordered was defective or not accurate.

o Recurring charges after order has been canceled.

o Recurring charges paid by other means.

o Credit appears as a charge.

o Credit from merchant not received.

o Double or multiple charges.

o Do not recall the transaction.

o Other, the above descriptions do not apply.

In most cases, disputes can be resolved directly between the Cardholder and the merchant. Attempts to resolve any problem with the merchant must be documented by the Cardholder. In some instances the merchant will issue the Cardholder a credit. If a Cardholder returns any merchandise, a credit will be issued to the Cardholder’s purchasing card account and a credit receipt obtained. Under no circumstances may a Cardholder receive cash. If the merchant refuses to resolve the dispute, a Cardholder Statement of Disputed Items form (see Forms) must be completed by the PCPA. All disputes must be filed within 60 days of the date of the charge. If the item involves an order that has been cancelled, obtain a cancellation number and provide it to the CPCPA to be included on the form.

Merchants have 60 days to respond to the dispute. The merchant may request more information during that time, or may protest the dispute. You will then have another opportunity to restate your case and the merchant has another opportunity to respond. It can take several months to fully resolve a dispute.

CARD CANCELLATION

Purchasing Cards will be immediately canceled and/or destroyed for any of the following occurrences:

▪ Cardholder terminates employment

▪ Cardholder no longer requires use of Purchasing Card

▪ Cardholder reports the loss or theft of Purchasing Card

▪ Cardholder misuse of Purchasing Card

The CPCPA must be notified of cancellations or lost/stolen cards by one of the following methods: via e-mail; phone calls (followed by e-mail/written notification); personnel reports.

LOST OR MISPLACED RECEIPTS

If a receipt is lost or misplaced the Cardholder should contact the vendor and request a duplicate receipt as soon as possible. However, if a duplicate receipt cannot be obtained, the Replacement Receipt form (see Forms) should be used documenting that the transaction was for official business. Any other documentation pertaining to the charge should be attached to the lost receipt form (e.g., shipping receipt, order form, etc.).

PAYMENT PROCESS

The Bank of America Works Purchasing Card Module will be used for reviewing, approving and processing of purchasing card transactions. Purchasing Card Transactions will be reviewed and approved by the Director, or his designee, on a bi-monthly basis to coincide with the Board of County Commissioners Commission Meetings (e.g., payments due to the Clerk’s Finance Office the Wednesday morning prior to the BoCC Board Meeting the following Monday). All receipts and backup documentation for each transaction must be forwarded to the Clerk’s Finance Office

SECTION II - PROGRAM RESPONSIBILITIES:

The following are the responsibilities of the individuals and organizations involved in the Purchasing Card Program.

1. Cardholder

a. Establishes a need for a card and obtains supervisor’s approval.

b. Completes cardholder profile application form and attends required Cardholder training.

c. Authorized to purchase goods on behalf of Wakulla County within assigned limit.

d. Follows appropriate laws and guidelines, using reasonable judgment when making purchases. Ensures that card is used for “business purposes only” and that all personal expenses are paid for with a personal credit card or cash. Abuse or misuse of the purchasing card will result in a Cardholder’s termination of purchasing card privileges and possible disciplinary action.

e. Does not allow vendor/merchant to split charges to circumvent limits.

f. Ensures the security of the purchasing card, as well as protect the purchasing card information (e.g., account number).

g. Allowed to purchase airline tickets for non-Cardholder (employees) business related travel. The merchant must charge separately for each traveler. All backup documentation must clearly show who’s card was utilized to make the purchase and for whom the purchase was made.

h. If a reservation was confirmed with the purchasing card and the trip is cancelled it is the Cardholder’s responsibility to cancel the reservation timely to receive a credit, if necessary. If the Cardholder fails to do so and the vendor charges the card, the Cardholder must reimburse the department for the charges unless authorized by the County Administrator not too.

i. Ensure that all transactions have been approved and that budgetary funding is available prior to the actual purchase.

j. Ensures that state sales tax is not charged to the purchasing card. If the vendors fail to grant tax exempt status when the card is presented, a written notation must be made to that effect when the receipt is submitted. A credit must be obtained when possible for all charges over $100.00.

k. Ensures that the merchant understands that charges are not to be billed until the goods have been shipped.

l. Match all documentation with evidence of the transaction with the monthly transmittal report and monthly card statement and ensure validity of all transactions.

m. Notify the CPCPA of any unidentifiable charges.

n. Work with the Administrator to identify and assist in resolution of all disputed charges.

o Verify correctness of accounting information.

p. Sign monthly statements verifying charges prior to submission to approving authority.

q. Returns Purchasing Card to supervisor/Division Director/CPCPA upon termination of employment, transfer or discontinuation of use.

r. Cardholders who require a higher limit will need to complete the Cardholder Adjustment Request Form (see Forms) in its entirety, have it signed by their supervisor and their Director and forwarded to the CPCPA for processing. Once the CPCPA makes the adjustment in the Bank of America Works Module the new limits will generally be effective in 24 hours.

s. Cardholders who utilize their purchasing card to purchase a fixed asset must comply with the fixed asset policy and ensure that a fixed asset form is completed immediately after the purchase and forwarded to the Office of Management & Budget for processing.

2. Department/Division Director

a. Concurs that a need exists for employee to obtain a purchasing card and approves cardholder application/profile form.

b. Approves cardholder’s limit increases for specific purchases in conjunction with the County Purchasing Card Program Administrator.

b. Review and approve monthly statement.

c. Forward statement with completed backup documentation to the Clerk’s Finance Department.

3. Department P-Card Administrator (appointed by the Group Director)

a. Review and approve all Requests and changes for P-Cards for designated employee(s), if applicable.

b. Collect cards from Cardholders terminating employment.

c. Evaluate the need to cancel or reissue cards when employee transfers.

d. Coordinate all functions of the Purchasing Card Program with the County Purchasing Card Program Administrator for the department.

4. County Purchasing Card Administrator and/or designee (appointed by County Administrator).

The County’s Purchasing Card Program Administrator (CPCPA) coordinates, monitors and oversees the Agency’s Purchasing Card Program, ensuring that key controls are in place and are operated as designed.

The following are the primary responsibilities of the P-Card Administrator:

a. Coordinate issuance, cancellation and controls of cards.

b. Coordinate program policy issues.

c. Participate in ongoing program reviews.

d. Maintain policy and cardholder guides/manuals.

e. Develop and revise, as needed, default card, transaction, and other limits and the procedures and forms for the purchasing card program.

f. Reviews cardholder transactions to ensure timely processing and compliance with purchasing policy.

g. Develop and administer all card training.

h. Serves as liaison with Bank of America and the Clerk of the Court, Finance Department regarding the program.

i. Works with cardholder and Bank of America concerning disputed charges.

k. Upon request, provides management with reports showing specific card usage.

BOARD OF COUNTY COMMISSIONERS

PURCHASING CARD PROGRAM ADMINISTRATOR

Name: Deborah DuBose

Address: Office of Management & Budget

196 Ocklockonee Street

Crawfordville, FL 32327

Phone: 850.926.9500

Fax: 850.926.9006

E-Mail: ddubose@

5. Finance Department

a. Receive approved monthly statements from Cardholders.

b. Receive consolidated monthly statement from Purchasing Card issuer.

c. Confirm that all charges are authorized by the Division Director or designee.

d. Notify Department Administrators when approved monthly statements are not received.

e. Pay monthly charges from consolidated monthly statement.

f. Process accounting data into the County financial system.

g. File and store statements along with backup documentation (e.g., copies of invoices, travel, etc.).

h. Coordinate and maintain internal controls.

6. Purchasing Office

a. Evaluate Purchasing Card feedback from suppliers.

b. Coordinate and expand use of the Purchasing Card.

c. Perform random physical audit of Purchasing Cardholder transactions.

SECTION III – CARD CONTROLS

A. Assignment and Control of the Purchasing Card

1. Request for and Issuance of Purchasing Cards

a. Purchasing Cards will be issued to individual employees who are directly involved in the purchasing of goods, services or who travel on county business as authorized by their Director and approved by the County Administrator.

b. Requests for new Cardholders shall be made by submitting a Cardholder Profile Application that has been signed and approved by the appropriate supervisor. Changes to Cardholder profiles must be made via the Purchasing Card Request/Change Form or via e-mail from the appropriate supervisor to the CPCPA.

c. The Purchasing Card will have the employee's name, the County name, card number, and the expiration date embossed on the face of the card. The County's Florida sales tax exemption number is preprinted on the face of the card.

d. Each new Cardholder will be required to personally attend and complete Purchasing Card Users Training and sign a Purchasing Card Agreement Form prior to receipt of the card. A copy of the Purchasing Card Guidelines will be provided during training.

2. Suspension or Revocation of Purchasing Cards

a. The County Purchasing Card Program Administrator, Division Director and/or the County Administrator may suspend or terminate Cardholder privileges of any Cardholder for improper or unauthorized use.

b. The County Purchasing Card Administrator with the approval of the Assistant County Administrator and/or the County Administrator may suspend or terminate Cardholder privileges individually or of any group of Cardholders in a Division or Department for repeated problems including, but not limited to, improper or unauthorized use, improper record keeping, and/or untimely report submission.

c. The County Administrator may suspend or revoke any purchasing card with or without cause.

3. Prohibited Uses of Purchasing Cards - The following types of items may not be purchased with a Purchasing Card:

a. Any item(s) for personal or non-County use such as cash advances, tobacco, alcoholic products and entertainment.

b. Gasoline, fuel, or oil for personal vehicles. These items may be purchased when on approved travel in a County-owned vehicle or for an authorized rental vehicle. Backup documentation must indicate same by way of license tag number, copy of rental car receipt, etc.

c. Vehicle Repairs except when authorized by the Cardholder’s supervisor.

d. Telephone Charges (except when on approved County travel) and no county issued cellular phone is available.

e. Any additional goods or services, specifically restricted by the Office of Purchasing, as notified from time to time.

f. Merchant Category Codes (MCC) are assigned by VISA to each merchant identifying the primary type of goods or services provided. These codes are used to impose purchasing restrictions at the point of sale when the merchant requests authorization for the transaction on a purchasing card.

The County Purchasing Program Card Administrator may utilize MCC codes to restrict purchases from classes of vendors when it is determined to be in the best interests of the County.

E. Disciplinary Action Guidelines

1. Improper or unauthorized use of the card.

a. Any incident of improper or unauthorized use of the card shall be reported immediately to the Cardholders Supervisor and/or the County Purchasing Card Program Administrator.

b. The CPCPA will suspend or terminate Cardholder privileges for intentional improper or unauthorized use. Intentional improper or unauthorized use of the card will subject the employee to appropriate disciplinary action including oral reprimand and up to termination. The appropriate disciplinary action will be dispensed by the immediate supervisor based on consultation with the individual and the Department/ Division Director and the County Administrator, if necessary. Additionally, Cardholders will be required to reimburse the county for the cost or have the merchant reverse the charge of any purchases that are found improper or not for business purposes.

3. Failure to submit reports and required documentation within the time periods required in the procedures may result in the following:

a. Suspension of cardholder privileges.

b. Oral Reprimand.

c. Termination of cardholder privileges.

SECTION IV – MAKING AND PAYING FOR PURCHASES

A. Documentation of over-the-counter purchases

1. When an over-the-counter purchase is made, the Cardholder must obtain a printed receipt. The Cardholder must retain all documentation for each transaction (e.g. sales receipt, charge slip, packing slip, etc.).

2. All documentation received which is evidence of the transaction must be retained by the Cardholder for matching with the monthly statement, and subsequent submission to the Clerk’s Finance Department. Failure to provide this documentation may result in the Cardholder reimbursing the County for that particular charge

B. Telephone/Internet Orders

When placing a telephone/Internet order, the Cardholder must confirm that the vendor will charge the Purchasing Card when shipment is made so the receipt of the order may be certified on the monthly statement. Be sure shipping/handling costs are shown and included in dollar total. The Cardholder must receive a delivery slip with the order to retain for matching with the monthly statement.

C. Returning Merchandise Purchased with the Card

Cardholder is responsible for managing any return/exchanges and ensuring that proper credit is received for returned merchandise. Cardholder should contact the vendor and obtain instructions for return. Appropriate documentation should be received for the transaction and after the transaction; the statement should be reviewed to ensure that the account has been properly credited for the return/exchange.

D. Payment and Invoicing

Each Cardholder will receive training in and a copy of the payment and invoicing procedures for the purchasing card program. It is each Cardholders responsibility to assure that the procedures and timelines are strictly followed.

SECTION V - DEFINITIONS

1. Billing Cycle - The monthly billing period that begins the 4th day of each month and ends the 3rd day of each month.

2. Cardholder - the Wakulla County employee to whom has been given approval granting the use of the County Purchasing Card to make purchases within preset limits on behalf of Wakulla County.

3. Cardholder Profile - Parameters that are set for a designated Cardholder that identify the Cardholder, set default accounting codes and provide restrictions or spending limitations in the VISA Purchasing Card system.

4. Charge Slip/Documentation - Receipt of individual purchase (itemized list).

5. Contractor/Issuer - Bank of America.

6. Credit - Charged amount removed from total owed by Wakulla County.

7. Dispute - When a Cardholder questions a transaction that is incorrectly posted to his/her account, is missing or incorrect, or when items are purchased and found defective or faulty.

8. MCC - Merchant Category Code assigned to a merchant by VISA which identifies the primary goods or services provided by the merchant.

9. Official Use - Purchase of necessary merchandise or services for Wakulla County's use.

10. Purchasing Card (P-Card) - A credit card that is used as an alternative payment method.

11. County Purchasing Card Program Administrator - The individual who is responsible for Wakulla County's Purchasing Card Program and is appointed by the County Administrator.

12. Services - Non-personal temporary work.

13. Small Purchase - an acquisition of supplies, non-personal services and travel expenses in the amount within the threshold for small purchases as defined in the Purchasing Policy.

14. Statement - Monthly record of charges and credits.

15. Supervisor - The individual who supervises a Cardholder and who has been delegated the responsibility for reviewing transactions to ensure the appropriateness of activity and timely processing of charges and/or credits.

16. Tax exemption - all purchases shall be exempt from Florida state sales and use taxes, in accordance with state law.

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WAKULLA COUNTY PURCHASING CARD PROGRAM, CARDHOLDER PROFILE INFORMATION

COUNTY ADMINISTRATOR: xxxxxxxxxxxxxxxx

|COUNTY PROGRAM NAME (24 A/N) |BOARD OF COUNTY COMMISSIONERS |CARDHOLDER INFORMATION |

|CARDHOLDER NAME (24 A/N) | |PROGRAM OFFICE | |

|(as it should appear on card) | | | |

|SSN (9 A/N) | |SECTION | |

|MOTHER’S MAIDEN NAME (32 A/N) | |SUPERVISOR’S NAME | |

|BUSINESS ADDRESS (32 A/N) | | | |

|CARD MAILING ADDRESS (32 A/N) | |SUPERVISOR’S LOCATION, if different from | |

|(If Different From Business Address) | |Cardholder | |

|CITY, STATE (27 A) | |SUPERVISOR’S PHONE NO.# | |

|ZIP (9 N) | | | |

|PHONE NUMBER (10 N) | | | |

|E-MAIL ADDRESS | | | |

|MCCG NAME/MCCG DESCRIPTION | |

| | |

| | |

| | |

| | |

| | |

| | |

|TO BE COMPLETED BY ADMINISTRATOR |COMPLETED BY REQUESTOR |COMPLETED BY REQUESTOR |

|OTHER INFORMATION |CARDHOLDER AUTHORIZATION CONTROLS |AGENCY ACCOUNTING INFORMATION |

| |Board of County Commissioners |DEFAULT FUND CODE: |

|Bypass Company MCCG table: No | | |

| |SINGLE TRANSACTION LIMIT $ | |

| |DAILY LIMIT $ |COMPLETED BY ADMINISTRATOR |

| |MONTHLY TRANSACTION LIMIT$ |GROUP ID: |

| |JUSTIFICATION OF HIGHER LIMITS: |LEVELS OF APPROVAL REQUIRED (1-3): |

| | |Level 1: |

| | |Level 2: |

| | |Level 3: Finance Office |

Cardholder Signature/Date: ________________________________

Cardholder Supervisor Approval/Date: ______________________________ P-Card Program Administrator Approval /Date: _________________

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BOARD OF COUNTY COMMISSIONERS

PURCHASING CARDHOLDER AGREEMENT

REGARDING THE USE OF THE BOARD OF COUNTY COMMISSIONERS PURCHASING

CARD ASSIGNED TO ME FOR OFFICIAL COUNTY BUSINESS ONLY:

1) I understand that I am being entrusted with a powerful and valuable tool and will be making financial commitments on behalf of Wakulla County, Board of County Commissioners and will strive to obtain the best value for the county.

2) I understand that under no circumstances will I use the Purchasing Card to make personal purchases, either for others or for myself. Willful intent to use the Purchasing Card for personal gain or unauthorized use may result in disciplinary actions up to and including termination of employment and prosecution to the extent permitted by law.

3) I will follow Florida Law, purchasing policies of the Board of County Commissioners, and the established guidelines for using the Purchasing Card. Failure to do so may result in either revocation of my card privileges or other disciplinary action.

4) I have been provided a copy of the Board of County Commissioners Purchasing Card Guidelines and attended training on ______________________and understand the Purchasing Card Program. I have been given an opportunity to ask any questions to clarify my understanding of the Purchasing Card Program.

5) I agree to provide all receipts along with any application back-up information required to pay my charges to the appropriate supervisor within the specified time limit. I will assist my supervisor, CPCPA and Finance Office to review and reconcile transactions timely and will maintain all applicable information and receipts.

6) I agree that, should I violate the terms of the Agreement, I will be subject to disciplinary action up to and including termination of employment and that I will reimburse Wakulla County for all incurred charges and any costs related to the collection of such charges. Additionally, any such charges that I owe the County may be deducted from any money which would otherwise be due and owing me, including salary or wages.

____________________________________ _________________________________

Cardholder Name (Print) Supervisor Name (Print)

_____________________________________ _________________________________

Cardholder Signature Supervisor Signature

_____________________________________ __________________________________

Date Date

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BOARD OF COUNTY COMMISSIONERS

Purchasing Card Program

LOST RECEIPT FORM

|BOARD OF COUNTY COMMISSIONERS |

|RECEIPT REPLACEMENT |

|Cardholder Name: | |

| | |

|Cardholder Location: | |

| | |

|Vendor Name: | |

|Vendor Address: | |

| | |

|Description of Item(s) Ordered: | |

|Purchase Amount Including Shipping And | |

|Handling | |

|Order Date: | |

|Date Goods Received: | |

| | |

| | |

|Receipt Status: |____LOST ____ NOT OBTAINABLE |

| |

I do certify that the above purchase was made for official county business.

__________________________________________ ______________

CARHOLDER SIGNATURE DATE

NOTE: SUBMIT TO YOUR SUPERVISOR FOR PROCESSING.

COMMERCIAL CARD CLAIMS

STATEMENT OF DISPUTED ITEM

Instructions: Your Company should first make good-faith efforts to settle a claim for purchases directly with the merchant. If

assistance from Bank of America is required, please complete this form, and fax or mail with required enclosures within 60 days from the billing close date to:

Bank of America – Commercial Card Services Operations

P. O. Box 53142

Phoenix, AZ 85072-3142

Phone (800) 300-3084, FAX (888) 678-6046

|CC: C Company Name: | |

| | |

|Accou Account Number: | |

| | |

|CardhoCardholder Name: | |

| | |

|This CTThis charge appeared on my statement, billing close date: | |

| | | |

|Transa Action Date: | |

| | |

|Refere Reference Number: | |

| | |

|Merch Merchant Name/Location: | | |

| | |

|Posted Posted Amount: | |Disput Disputed Amount: | |

| | | | |

| | | | | | | |(Cardholder Signature) | |(Authorized Participant signature) | | (Date) | | (Phone Number) | |Please Check Only One

1._____ Unauthorized Transaction: I did not authorize, nor did I authorize anyone else to engage in this transaction. No goods or services represented by the above charge were received by me or anyone I authorized. My Bank of America card was in my possession at the time of the transaction.

2._____ Charge Amount Does Not Agree With Order Authorizing the Charge: The amount entered on the sales slip was increased from $__________ to $__________. I have enclosed a copy of the unaltered sales slip.

3._____ Merchandise or Services Not Received: I have not received the merchandise or services represented by the above

transaction. The expected date of delivery of services was __________. (Please describe your efforts to resolve this matter

with the merchant, the date(s) you contacted them and their response.)

4._____ Defective or Wrong Merchandise: I returned the merchandise on __________ because it was (check one):

_____ defective; _____wrong size; _____wrong color; _____wrong quantity.

(Please describe your efforts to resolve this matter with the merchant, the date(s) you contacted them, their response and proof of the return of merchandise. Please provide a detailed description of the wrong or defective nature of the merchandise.)

5._____ Recurring Charges After Cancellation: On __________ (date), I notified the merchant to cancel the monthly/yearly

agreement. Since then my Bank of America account has been charged _____ time(s). (Please enclose a copy of the

merchant’s confirmation of your cancellation request.)

6._____ Recurring Charges Already Paid by Other Means: I already paid for the goods and/or services represented by the above charge by means other than my Bank of America Commercial Card. (Please provide a copy of the front and back on the cancelled check, money order, cash receipt, credit card statement, or other documentation as proof of purchase/payment. Describe your efforts to resolve this matter directly with the merchant, the date(s) you contacted them, and their response.)

7._____ Credit Appears as a Charge: The enclosed Credit Voucher appeared as a charge on my Bank of America Commercial Card account.

8._____ Credit From Merchant Not Received: I did not receive credit for the enclosed Credit Voucher within 30 calendar days from the date it was issued to me by the merchant shown above. (Please describe your efforts to resolve this matter with the merchant, the date(s) you contacted them and their response. Provide a detailed statement explaining your reason(s) for disputing this charge.)

9._____ Hotel Reservation Cancelled: I made a reservation with the above hotel which I later cancelled on __________ (date) at __________ (time). I received a cancellation number which is _______________. (Please describe how the reservation was cancelled, proof of cancellation and attempts to resolve this issue with the merchant.

_____ I was not given a cancellation number.

_____ I was not told at the time that I made the reservation that my account would be charged for a “No Show”.

_____ I was not informed of the cancellation policy.

10.____ Double or Multiple Charges: My Bank of America Commercial Card Account has been double charged. The valid charge appeared on __________ (date). The duplicate charge(s) appeared on _______________.

11.____ Do Not Recall the Transaction: The statement has an inadequate description of the charge. Please supply supporting documentation.

12. ___ Other; Above Descriptions Do Not Apply: Please attach a detailed letter explaining the reason for your dispute and your attempts to resolve this issue with the merchant.

-----------------------

ADMINISTRATIVE REGULATION DATE APPROVED:

SUBJECT: DEPARTMENT:

PURCHASING CARD PROGRAM

Wakulla County

Board of County Commissioners

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FORMS

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