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Home My WebLink About20051610.tiff RESOLUTION RE: APPROVE POLICY AND PROCEDURES MANUAL FOR PURCHASING CARD(P-CARD) PROGRAM WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Policy and Procedures Manual for the Purchasing Card (P-Card) Program for the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Director of Finance and Administration, and WHEREAS, after review, the Board deems it advisable to approve said Manual, a copy of which is attached hereto and incorporated herein by reference, and to direct the Deputy Clerk to the Board to codify the General Guidelines Section of said manual into the Weld County Code. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Policy and Procedures Manual for the Purchasing Card (P-Card) Program for the County of Weld, State of Colorado, on behalf of the Director of Finance and Administration, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Deputy Clerk to the Board be, and hereby is, directed to codify the General Guidelines Section of said manual into the Weld County Code. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 1st day of June, A.D., 2005. dionstiiir BOARD OF COUNTY COMMISSIONERS 1 I . /_ WELD COUNTY, COLORADO , , J IBI (' �• _ � G William H. rke, Chair ' i . ,.e %r. Pr I 4`• y Clerk to the Board %( % ,1• '\�' M J./eile, ro-Tem Deputy Clerk to the Board D id E. Long APP AS TO • !\I\\PD Robe Masden�� my Att ney 14/.44 G enn Vaaaad _ Date of signature: G -/ -€73— 2005-1610 AC0020 WELD COUNTY Purchasing Card (P-Card) Program Policy and Procedures Manual June, 2005 1 2005-1610 Table of Contents Introduction 3 General Guidelines - Card Issuance 4 - Card Usage 4 -Preferred Vendors vs. Vendors Not Accepting Visa 4 -Limitations and Restrictions 5 -Increase in Credit Limit 6 -Lost or Stolen Cards 6 Authorized Purchases 6 Unauthorized Purchases 6 Reconcilement and Payment - Out of Pocket Expenses 7 -Receipt Retention 8 -Disputed or Fraudulent Charges 8 Sales and Use Tax 9 Common Questions and Concerns 10- 12 Appendices I - Cardholder User Agreement 13 II -Account Maintenance Form 14 III -Preferred Vendor List 15 IV—Dispute Form 16 V—Declaration of Forgery or Unauthorized Use 17 2 Introduction Welcome to Weld County's Purchasing Card(P-Card) Program! The purpose of the P-Card Program is to streamline and simplify the purchasing and payment process for WELD COUNTY transactions. The goal of the Program is to: - Simplify the reimbursement process - Eliminate the time consuming bank record process - Reduce/eliminate out of pocket expenses - Provide cardholders with empowerment to choose This reference manual will provide you with the particulars of the Program, including general guidelines, reconcilement and record keeping procedures, and customer service information. It is important to read the following information carefully, as you will be responsible for adhering to the county-established policy and procedures. As with any new process, it is difficult to anticipate every question or issue that may arise. The pilot phase is intended to surface procedures, issues or hurdles that may be encountered in using the Card. The feedback will give us an opportunity to refine our policies and procedures. If you have additional questions, please contact Barb Eurich, Purchasing Card Administrator. 3 General Guidelines Card Issuance: As a cardholder, you will be asked to complete a cardholder agreement. By signing the agreement, you have agreed to adhere to the guidelines established in this manual. Please refer to Appendix I for an example of the cardholder agreement. Most importantly,you are the only person entitled to use the card and the card is not to be used for personal use. As each P-Card is linked to a specific area number and individual employee, the card cannot be transferred from one employee to another. Upon receipt of your P-Card, you will need to activate the account by calling the toll-free number printed on the card. For verification purposes, you will be asked to provide the last five digits of your Social Security Number. Although the card will be issued in your name, your personal credit history will not affect your ability to obtain a card. The County is responsible for payment of all purchases. Account Maintenance: If there's a need to change any information regarding your account, such as your email address or expense accounting code,please complete the Account Maintenance Form (Appendix II) and forward to Accounting. Card UsaRe: The P-Card can be used at any merchant that accepts Visa, except as WELD COUNTY otherwise directs. It may be used for in-store purchases as well as phone, fax or mail orders. There is no special terminal or equipment needed by the merchant to process a P- Card transaction. When using the P-Card with merchants,please emphasize that an invoice not be sent to Accounts Payable as this may result in a duplicate payment. For phone, fax and mail orders, please instruct the merchant to send a receipt/packing list only. The receipt/packing list should indicate paid by credit card,have your name listed in any"ship to" fields and then send the receipt/packing list to Accounting. Limitations and Restrictions: Your supervisor has assigned a credit limit to your card. There may also be a single transaction limit placed on your card, which means your card will be declined if you attempt to purchase more than this set amount at one time. Do not split a purchase to avoid the single transaction limit. If you believe the single transaction limit will inhibit optimum usage of the Program, please discuss this with your supervisor. 4 In addition to the single transaction limit, every cardholder has a total monthly dollar limit assigned to his/her account. As limitations vary by cardholder,please discuss the limit with your Supervisor. If you believe your monthly limit to be insufficient for your requirements,please have your supervisor contact the P-Card Administrator to discuss having your limit(s) increased. The P-Card Program also allows for Merchant Category blocking. If a particular Merchant Category is blocked (e.g.,jewelry stores), and you attempt to use your card at such a merchant, your purchase will be declined. Management has made an effort to ensure that the vendors/suppliers used during the normal course of business are not restricted. If your card is refused at a merchant where you believe it should have been accepted, you should call Wells Fargo Bank Purchasing Card Customer Service at 1-800-932-0036 to determine the reason for refusal. Automated customer service assistance is available 24 hours/day, 7 days/week: 1-800-932-0036, option #1. This menu prompts you with options that will provide the following information: #1 Current Balance #2 Report Lost/Stolen Card #3 Speak with a Customer Service Representative Depending on the result of your inquiry, you may want to discuss the issue further with your supervisor. He/she is empowered to advise the P-Card Administrator to modify the restrictions on your use of the P-Card. IMPORTANT: All requests for changes in limitations and restrictions must be made through your P-Card Administrator. Wells Fargo Bank will change existing cardholder restrictions only after a written request is received from the P-Card Administrator. Lost or Stolen Cards: You are responsible for the security of your card and any purchases made on your account. If you believe you have lost your card or that it has been stolen, IMMEDIATELY report this information to Wells Fargo Bank Customer Service at 1-800-932-0036. Immediately after reporting to Customer Service, you must inform your P-Card Administrator. It is extremely important to act promptly in the event of a lost or stolen card to avoid company liability for fraudulent transactions. As with a personal charge card, you will no longer be able to use the account number after notifying the bank. A new card should be issued within 48 hours of notice to Wells Fargo Bank. 5 Authorized Purchases The P-Card Program is intended for maintenance, repair, operating and other low value purchases needed during the course of business. These purchases may include: • Office supplies and forms • Books and subscriptions • Computer supplies, e.g., diskettes • Travel • Miscellaneous items Unauthorized Purchases/Vendors • Items for personal use • Any single transaction exceeding $500. • Cash withdrawals • Direct marketing As with any county purchase, the card is not to be used for any product, service or with any merchant considered to be inappropriate for WELD COUNTY funds. Failure to comply with the above guidelines for authorized purchases under the P-Card Program may result in disciplinary action, cancellation of your card privileges, and possible termination of employment. Reconcilement and Payment Unlike personal credit cards, the P-Card Program is handled as county liability. Your personal credit history has not been taken into account when a card has been issued in your name. The Accounting Department is responsible for paying the Program invoice each month. You are not responsible for direct payment under your account. It is your responsibility, immediately upon receipt of your email from the P-Card Expense Reporting(CCER) system, to sign on and reconcile your statement online. Place a check mark in each"Receipt Attached"box indicating you are submitting a receipt for each purchase and verify that all expense coding is correct. When you have ensured that everything is in order, select the `Review Complete' button at the bottom of the screen. Then, present your receipts in the receipts envelope to your P-Card Approver. Your Approver will electronically review your statement, review your receipts and then forward to the Accounting for final review and filing. 6 You will have an allotted number of days to review,make any necessary coding changes, and 'sign off' on your statement. After this time expires your statement is forwarded to your P-Card approver. Your P-Card approver receives a copy of your statement electronically as well, and has a predetermined amount of time to review and approve it. After that time has expired, your statement will be automatically sent to the Program Administrator for downloading of expenses. Your P-Card balance is replenished once per month. Remember! Use one receipt envelope per cardholder. Please do not mix cardholder receipts. Receipt Retention: It is a requirement of the program that you keep all receipts for goods and services purchased. For orders placed via phone, fax or mail, you must request a receipt, detailing merchandise price, freight, etc. be included with the goods mailed/shipped. It is recommended you request the receipt be faxed to you, prior to the goods being shipped, to ensure you have a receipt for statement reconciliation. (Note: a merchant should not reject this request, as it is a Visa policy). It is extremely important to request and retain purchase receipts, as this is the only original documentation. Disputed or Fraudulent Charges: If there is a discrepancy on your statement, it is imperative that the issue is addressed immediately! Depending on the type of discrepancy, you will need to contact either the merchant or your Program Administrator to resolve the disputed transaction. If you believe the merchant has charged you incorrectly or there is an outstanding quality or service issue, you must first contact the merchant and try to resolve the error or problem. If you are able to resolve the matter directly with the merchant, and the error involved an overcharge, a credit adjustment from the merchant should be requested and will appear on your next statement. If the merchant disagrees that an adjustment is necessary, immediately contact your Program Administrator who will work with Wells Fargo to resolve the dispute. Wells Fargo Bank will request complete details of the dispute in writing in order to research the item in question. The details of the disputed transaction should be reported on WELD COUNTY letterhead or on the Wells Fargo Bank Dispute Form (refer to Appendix V) or on the dispute screen available in CCER. Wells Fargo Bank must receive any charge dispute within 60 days of the transaction date. While pending resolution, Wells Fargo Bank will credit WELD COUNTY'S account for the amount of the disputed transaction. Although Wells Fargo Bank acts as the arbitrator in any dispute, you should never assume that a dispute will be resolved in your favor. 7 If the dispute is not resolved to your satisfaction, and you believe the merchant has unfairly treated you,please notify the P-Card Administrator with the relevant details. If the merchant is one of our preferred vendors, we may take further action. Any fraudulent charge, i.e., a charge appearing which was not authorized by yourself, must be reported immediately to your P-Card Administrator. Prompt reporting of any such charge will help to prevent the company from being held responsible. A Declaration of Forgery or Unauthorized Use form has been included with this package to facilitate notification of any such transactions (Appendix VI). Sales and Use Tax Merchants are required by tax authorities to include the applicable sales or use tax at the time of purchase, unless the entity, such as Weld County is exempt. All purchases for Weld County are tax exempt, and SALES TAX SHOULD NOT BE PAID. Anyone issued a P-card will also be issues a card with Weld County's tax exempt ID number. If a Weld County P-card is used and the tax exempt ID number is provided the merchant should not charge sales tax. If the cardholder makes a purchase and sales tax is charged (except on meals) the cardholder will be responsible to pay the sales tax or get a refund from the merchant. Weld County will NOT pay the sales tax. Questions regarding this policy and any other questions concerning tax issues should be addressed to Barb Enrich, Controller at 970-356-4000 Extension 4445. 8 Common Questions and Concerns • Why did WELD COUNTY decide to participate in a P-Card Program? Like most companies today,we are exploring ways to streamline processes and reduce costs. Frequently the expenses incurred to process a small dollar purchase can run as high as the price of the item itself. With a Purchasing Card, many of the typical purchasing steps should be eliminated including, generating a requisition,preparing a purchase order,matching a packing slip to a purchase order,matching invoices with purchasing requisitions, individual payments of invoices, etc. • What is the procedure when I pay for something with my P-Card? Essentially, the process is the same as when using your personal credit card. You must always ask for a receipt for your records,particularly for phone, fax and mail orders. Also, show the merchant the Weld County tax ID number and tell the merchant Weld County is a tax exempt entity and you should not be charged sales tax. • Are there any restrictions associated with the use of my Card? Yes, in addition to WELD COUNTY'S policy stating the type of products you can buy, other controls and limits may be placed on your card including: • A monthly dollar limit • A "per transaction"dollar limit • "Blocked"merchant categories Please contact your P-Card Administrator for your specific restrictions. • How will I know if I have exceeded my monthly limit? You may consider maintaining a log of your purchases to keep a running total of your expenditures. Once you have reached your limit within a given month, your card will not be accepted for additional purchases. To determine your outstanding balance at any given time, you may call the toll-free Wells Fargo Bank Customer Service number on the back of your card. • What should I do if a supplier does not accept the Wells Fargo Bank P-Card? Please contact your P-Card Administrator and provide him/her with the supplier's name, address and phone number. . 9 • How will I know if WELD COUNTY is getting billed correctly for the purchases I have made? You will receive a monthly cardholder activity statement online listing all the purchases made and credits received in the previous month. This statement is for your review only and allows you to reconcile your purchases. You must review the statement in a timely manner, as any disputed or fraudulent transactions must be reported to Wells Fargo Bank in a timely manner. • How will my monthly P-Card bills be paid? You are NOT responsible for the payment of your P-Card bills. The monthly statement you receive is for your review only. Accounting will make one payment to Wells Fargo Bank covering P-Card expenses for all WELD COUNTY employees using the card. • Who may I talk to if I have questions? Our current P-Card Administrator is Barb Eurich, Controller at 970-356-4000 Extension 4445. The P-Card Administrator should be contacted for any questions you have regarding limits, usage and other issues. Only the P-Card Administrator has the authority to change any existing information or restrictions to a cardholder's account. • What should I do if I have a problem associated with something I bought with my P-Card? Please refer to the "Disputed or Fraudulent Charges" section of this guide for complete details. It is extremely important that you address these items immediately. • Once I receive the card, can I begin using it immediately? Once you receive your card, you will be instructed to call Wells Fargo Bank's toll-free number and provide certain information (e.g., social security number or other meaningful data)to activate the card. This procedure ensures a secure card issuance process and helps to prevent fraud. • What should I do if my card is lost or stolen? It is extremely important to call Wells Fargo Bank's Customer Service toll free number (1-800-932-0036) immediately in the event your card is lost or stolen. You must also notify your P-Card Administrator. 10 • Can another employee utilize my card for purchases? Each P-Card will be embossed with the individual employee's name. The employee is responsible for the proper use of his/her card.At no time should another individual utilize your P-Card. • What should I do if I need to change my monthly or single purchase limits? Please contact the P-Card Administrator. 11 APPENDIX I Cardholder User Agreement You are being entrusted with a WELD COUNTY purchasing credit card, issued by Wells Fargo Bank. The card is provided to you based on your need to operate locally on a daily basis and to purchase materials for WELD COUNTY. It is not an entitlement nor reflective of title or position. The card may be revoked at any time without your permission. Your signature below indicates that you have read and will comply with the terms of this agreement. 1. I understand that I will be making financial commitments on behalf of WELD COUNTY and will strive to obtain the best value for WELD COUNTY. 2. I have read and will follow the Purchasing Card Policies and Procedures.Failure to do so could be considered a misappropriation of WELD COUNTY funds. Failure to comply with this Agreement may result in either revocation of my use privileges or other corrective action,up to and including termination. 3. I understand that under no circumstances will I use the Purchasing Card to make personal purchases,either for myself or for others. Using the card for personal charges could be considered misappropriation of WELD COUNTY funds and could result in corrective action,up to and including termination of employment. 4. I agree that should I violate the terms of this Agreement and use the Purchasing Card for personal use,WELD COUNTY shall have the right to deduct any amounts owed, including but not limited to charges incurred from collection agencies, internal administration costs, court costs, etc,from my paycheck or final paycheck. 5. The Purchasing Card is issued in my name. I will not allow any other person to use the card. I am considered responsible for any and all charges against the card. 6. The Purchasing Card is county property. As such,I understand that I may be periodically required to comply with internal control procedures designed to protect WELD COUNTY assets. This may include being asked to produce the card to validate its existence and account number. 7. If the card is lost or stolen,I will immediately notify Wells Fargo Bank by telephone at 800-932-0036 and the Program Administrator at WELD COUNTY. 8. I will receive a monthly statement,which will report all purchasing activity during the statement period. Since I am responsible for all charges(but not for payment)on the card,I will reconcile the statement each month,make any coding changes to the expenses if needed, provide receipts for all purchases,and resolve any discrepancies by either contacting the merchant or Wells Fargo Bank myself. If I fail to provide a receipt I agree I will be responsible to pay for the item myself through a payroll deduction. 9. I agree to surrender the Purchasing Card immediately upon termination of employment,whether for retirement,voluntary,or involuntary reasons. Employee Name(Print) Last 8 Digits of Card Number Employee Signature Date 12 APPENDIX II Purchasing Card Account Maintenance Form TYPE OF REQUEST (Circle One) A. New Account E. Staff Relocation-New GL: B. Address Change F. Temporary Credit Limit Increase: Amount C. Account Closure Reason for Increase/Date: D Name Change G. Single Transaction Limit Increase: Amount H. Other Description TO ADD A NEW ACCOUNT(Request "A") 1. Circle"New Account under Type of Request Above 2. Complete the section under"Card Information" TO CHANGE INFORMATION ON AN EXISITING ACCOUNT(all other requests) 1. Indicate Type of Request Above 3. Fill in current name on card 2.Fill in last 8 digits of account number 4. Complete only the Fields to be changed in Card Information Section CARD INFORMATION Name--24 characters(Embossed on Card) Last 5 digits of cardholder's Social Security Number Address--36 characters (Maximum) Job Title City--25 characters(Maximum) Dept/GL Information State-2 characters Zip-5 Zip Expansion-4 AUTHORIZATION SPECIAL INSTRUCTIONS Employee Signature Date Approving Supervisor Signature Date Program Administrator Signature Date 13 APPENDIX III Preferred Vendor List 14 APPENDIX IV Wells Fargo Bank Purchasing Card Dispute Form Wells Fargo must receive transaction dispute within 60 days of posting to your account. Attn: Dispute & Loss Specialist Date: Weld County: Account Number: Transaction Date: Amount: Merchant Description: Please take a moment and check the appropriate statement that validates your dispute. Please attach any supporting documentation that validates your dispute, such as: credit memos, letter to merchants, sales slips or proof of payments. I certify that the transaction disputed was not made by me or the person authorized by me to use the card, nor were the goods or services represented by this transaction received by myself or a person authorized by me. _Although I did engage in the above transaction,I am disputing the entire charge,or a portion in the amount of $ .I have contacted the merchant and requested a credit to my account for the reason explained in the attached letter. The enclosed sales slip for$ appeared on my statement as$ The enclosed credit memo: has not posted to my account OR was listed as a purchase on my statement/activity report. I did not receive the service and/or merchandise.I have contacted the merchant and they have not resolved my dispute.I expected to receive the merchandise/services on / / . I have already paid for the transactions shown above by:_check_cash_money order other credit card. Your Signature Date Phone Number Please return this form immediately.We appreciate your cooperation and urge you to contact us at 800-932-0036,if you have any questions.Fax completed form to 415-975-6635. 15 APPENDIX V Declaration of Forgery or Unauthorized Use Re: Wells Fargo Purchase Card Account Number: I _, have reported that my above numbered card or account. (Please check and complete applicable section) With an expiration date of was not received by me. Was discovered missing on Was stolen on , at I have notified the police,who took report# May have been used without my authorization, though valid card was in my possession at all times. Additional information enclosed on separate sheet. I last used the said card on , 20 in the city of Any duplicate of such card has been destroyed. The transaction(s) listed below or on the attached sheet and/or transaction made after the date of the last usage were not made by me or by a person acting with my authorization. I received no benefit whatsoever from such use. I further authorize you to accept my telephone verification of any subsequent transaction(s). TRANSACTION DESCRIPTION TRANSACTION DATE AMOUNT I declare under penalty of perjury that the foregoing is true and correct, and I will testify, declare, depose or certify to the truth hereof before any competent tribunal,officer or person in any case now or hereafter pending in connection with the matters contained within this declaration Executed at(City/County and State) Date Signature of Cardholder Signature of Other Authorized User Signature Of Other Authorized User 16 Hello