HomeMy WebLinkAbout20242895.tiffBOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Amendment to Sec 5-4-190, Purchasing Card Program
DEPARTMENT: Finance DATE: 10/3/24
PERSON REQUESTING: Cheryl Pattelli
Brief description of the problem/issue:
The current code does not allow for department heads to be issued a purchasing card. Based on staffs
understanding, the current code was written this way due to one individual who misused a card. This is not a
reasonable business policy for department heads given their roles and responsibilities in the county. There are
proper internal controls in place to ensure misuse does not occur. All department head purchases need to
be reviewed and signed off by their Commissioner Coordinator.
In addition, there were a few items that need to be "cleaned up" in the code. Staff added online purchases as
allowable purchases and also made the section related to the types of allowable meals clearer. The current
code gave examples of allowable meals and staff revised to just state any business -related meal is allowable.
What options exist for the Board? The Board can either approve these code changes or leave code as is
currently.
Consequences: In many cases, department heads cannot efficiently do their jobs. Also, in some cases,
having to cover expenses up front using personal credit card (and then doing an expense report) can
take several weeks requiring the department card to personally cover costs of county business. The
"clean-up" items just the code clearer. In practice, online purchases are already being made and
business -related meal costs are being charged to purchasing cards.
Impacts:
Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): None
Recommendation:
Staff recommends approving the changes to county code related to purchasing cards. Attached is a redline
version of the proposed changes.
Support Recommendation Schedule
Place on BOCC Agenda Work Session Other/Comments:
Perry L. Buck, Pro-Tem
Mike Freeman
Scott K. James
Kevin D. Ross , Chair
Lori Saine
I
2024-2895
Sec. 5-4-190. Purchasing Card (P -Card) Program.
By Resolution #2005-1610 of the Board of County Commissioners, approved and effective June 1, 2005, the
following policy and procedures were adopted for the Purchasing Card (P -Card) Program:
A. Purpose. The purpose of the P -Card Program is to streamline and simplify the purchasing and payment
process for County transactions. The goal of the program is as follows:
1. To simplify the reimbursement process.
2. To eliminate the time-consuming bank record process.
3. To provide P -Card holders with empowerment to choose.
B. General guidelines. In order to provide appropriate internal controls on P -Card purchases, any
department head issued a P -card will have the Chief Financial Officer, or his/her designee, review and
sign off on purchases.
purchases or uses of a P Card in the county by a county employee arc being reviewed and signed off on
by a higher authority in the department or office.
1. P -Card users must comply with all other applicable sections of this Purchasing Policy, including,
but not limited to, Section 5-4-60 of this Article, regarding the need to obtain bids.
2. Card issuance. Each P -Card holder will be required to complete a P -Card holder agreement. By
signing the agreement, the P -Card holder has agreed to adhere to the guidelines established in
this Section. A sample of the cardholder agreement is available in the Accounting Department.
Each P -Card holder is the only person entitled to use a card. The card is not to be used for
personal use.
b. Since each P -Card is linked to a specific area number and individual cardholder, the card
cannot be transferred from one P -Card holder to another.
c. Upon receipt of the P -Card, the P -Card holder must activate the account by calling the toll -
free number printed on the card. For verification purposes, the P -Card holder will be asked
to provide his or her unique identification number.
1) Although the card is issued in the P -Card holder's name, his or her personal
credit history will not affect the ability to obtain a card.
d. The County is responsible for payment of all purchases.
3. Account maintenance. To change any information regarding an account, such as e-mail address
or expense accounting code, a P -Card holder must contact the Chief Financial Officer or designee
and complete appropriate documentation.
4. Card usage. The P -Card can be used at any merchant that accepts Visa, except as the County
otherwise directs. It may be used for in-store and online 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, inform the merchant not to send an invoice to Accounts Payable,
since this may result in a duplicate payment.
b. For phone, fax and mail orders, the merchant should send a receipt/packing list only. The
receipt/packing list should indicate "paid by credit card," with the P -Card holder's name
listed in the "ship to" field. The receipt/packing list needs to be turned in with all other
receipts for the month to the approver.
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5. Limitations and restrictions. Each P -Card has restrictions and limitations that are in line with
established purchasing policy. Modifications to any limitation or restriction can only be made by
the Chief Financial Officer or designee.
Single -transaction and monthly dollar limits are placed on each P -Card. Purchases should
not be split to avoid the single transaction limit.
b. The P -Card Program also allows for merchant category blocking. If a particular merchant
category is blocked (e.g., jewelry stores) and an attempt is made to use a P -Card at said
merchant, the purchase will be declined. The County has made an effort to ensure that the
vendors and suppliers used during the normal course of business are not restricted. If a P -
Card is refused at a merchant, which is believed to be appropriate, contact the Chief
Financial Officer or designee in the Accounting Department.
c. Automated customer service assistance is available twenty-four (24) hours per day, seven
(7) days a week. The menu prompts with options that will provide the following
information:
1) Current balance.
2) Report lost or stolen P -Card.
3) Speak with a customer service representative.
d. Depending on the result of each inquiry, a P -Card holder may want to discuss the issue
further with the supervisor, who is empowered to advise the Chief Financial Officer or
designee to modify the restrictions on an employee's use of the P -Card.
NOTE: All requests for changes in limitations and restrictions must be made through the
Chief Financial Officer or designee.
6. Lost or stolen cards. Each P -Card holder is responsible for the security of his or her P -Card and
any purchases made on the account. Any lost or stolen P -Card must be reported immediately to
the issuing bank and the Chief Financial Officer or designee.
a. Immediately after reporting to customer service at the issuing bank, a P -Card holder must
inform the Chief Financial Officer or designee. It is extremely important to act promptly in
the event of a lost or stolen P -Card to avoid company liability for fraudulent transactions.
b. As with a personal charge card, the P -Card holder will no longer be able to use the account
number after notifying the bank of a lost or stolen card. A new card will be issued once the
Chief Financial Officer or designee is notified, with delivery within ten (10) days.
C. Authorized purchases. The P -Card Program is intended for maintenance, repair, operation and other low -
value purchases needed during the course of business. These purchases may include, but are not limited to,
the following:
1. Office supplies and forms.
2. Books and subscriptions.
3. Computer supplies, e.g., diskettes.
4. Travel -related expenses (lodging, airfare, transportation to/from hotel/airport, parking).
5. Miscellaneous items, limit of two hundred dollars ($200.00) per item.
6. Training registrations.
D. Unauthorized purchases and vendors. The P -Card should not be used for the following items:
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1. Items for personal use.
2. Cash withdrawals.
3. Direct marketing.
4. As with any County purchase, the P -Card is not to be used for any product, service or merchant
considered being inappropriate for County funds.
5. Meals, with the exception of meals served in conjunction with a business meeting-llostecl-lay-Weld
County, e.g. Planning Commission lunch, Communications Advisory Board, etc.
Failure to comply with the above guidelines for authorized purchases under the P -Card Program may
result in disciplinary action, cancellation of card privileges and possible termination of employment.
E. Reconcilement and payment. Unlike personal credit cards, the P -Card Program is handled as a County
liability. The P -Card holder's personal credit history has not been taken into account when a P -card has
been issued.
1. The Accounting Department is responsible for paying the invoice each month, and the P -Card
holder is not responsible for direct payment under his or her account.
2. It is the responsibility of the P -Card holder, immediately upon receipt of an e-mail from the P -
Card Expense Reporting system, to sign on and reconcile the statement on-line.
a. Present all receipts in the receipts envelope to the individual responsible for approval, who
will electronically review the statement, review receipts and forward to the Accounting
Department for final review, interface into the finance system and filing.
NOTE: Use one (1) receipt envelope per P -Card holder. Please do not mix P -Card holder receipts.
3. The individual responsible for approval of the statement shall review and approve all documents
in the P -Card Expense Reporting system.
4. The P -Card balance is replenished once per month.
F. Receipt retention. All receipts for goods and services purchased must be kept. For orders placed via
phone, fax or mail, a receipt must be requested detailing merchandise price, freight, etc., and be
included with the goods mailed or shipped. A P -Card holder should request a fax of the receipt prior to
the goods being shipped, to ensure that a receipt is available for statement reconciliation.
NOTE: A merchant should not reject this request since it is a Visa policy.
G. Disputed or fraudulent charges. If there is a discrepancy on the statement, it is imperative that the
issue is addressed immediately. Depending on the type of discrepancy, the P -Card holder must contact
either the merchant or the bank to resolve the disputed transaction.
1. If the merchant has charged incorrectly, or there is an outstanding quality or service issue, the P -
Card holder must first contact the merchant and try to resolve the error or problem. If able to do
so and the error resulted in an overcharge, a credit adjustment from the merchant should be
requested and will appear on the next statement.
2. If the merchant disagrees that an adjustment is necessary, immediately contact the bank. The
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,
on the Bank Dispute Form available in the Accounting Department or in the dispute screen
available on-line.
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3. The bank must receive any charge dispute within sixty (60) days of the transaction date. While
resolution is pending, the bank will credit the County's account for the amount of the disputed
transaction.
a. Although the bank acts as the arbitrator in any dispute, a P -Card holder should never
assume that a dispute will be resolved in his or her favor.
4. If the dispute is not resolved satisfactorily and a P -Card holder believes the merchant has unfairly
treated him or her, the Chief Financial Officer or designee should be notified with the relevant
details. Further action may be taken as deemed appropriate.
5. Any fraudulent charge, i.e., a charge appearing which was not authorized by the card holder,
must be reported immediately to the bank. Prompt reporting of any such charge will help to
protect the County from liability. A Declaration of Forgery or Unauthorized Use Form is available
in the Accounting Department to facilitate notification of any such transactions.
H. 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 the County, is exempt. All purchases for the County
are tax exempt and SALES TAX SHOULD NOT BE PAID. A card with the County's tax-exempt ID number
will be given to each P -Card holder. If a Weld County P -Card is used and the tax-exempt ID number is
provided, the merchant should not charge sales tax. Note: This is an exemption from Colorado sales
tax. Online or out-of-state vendors may not honor this exemption.
1. If the P -Card holder makes a purchase and sales tax is charged (except on meals), the P -Card
holder will be responsible for payment of the sales tax or getting a refund from the merchant.
The County will NOT pay any sales tax.
2. Questions regarding this policy and any other questions concerning tax issues should be
addressed to the Chief Financial Officer or designee.
(Weld County Code Ordinance 2015-2; Weld County Code Ordinance 2016-3; Weld County Code Ordinance 2019-
08; Weld County Code Ordinance 2023-04)
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(Supp. No. 88)
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