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Sec. 5-4-190. - Purchasing Card ( P-Card ) Program . in
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 reduce or eliminate out-of pocket expenses.
4. 3. To provide P-Card holders with empowerment to choose.
B. General guidelines. tt' Ik CS
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In order to provide appropriate internal controls on p-card purchases and use the firidi approval-
or department, department heads will not be issued p-cards. This policy will insure
that all purchases or uses of a p-card in the county by a county employee) 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.
a 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 P-Card
Administrator 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 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 .
a . 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.
2016-0662
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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 P-Card Administrator.
a. 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 P-Card Administrator 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 P-Card Administrator 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 P-Card Administrator.
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 P-Card Administrator.
a . Immediately after reporting to customer service at the issuing bank, a P-Card holder
must inform the P-Card Administrator. 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 P-Card administrator 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 $200. 00 per item
6. Training registrations.
D. Unauthorized purchases and vendors. The P-Card should not be used for the following items:
1 . Items for personal use.
2 . Cash withdrawals.
3. Direct marketing
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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.
Failure to comply with the above guidelines for authorized purchases under the P-Card
Ok �'" Program may result in disciplinary action . cancellation of card privileges and possible
L. termination of employment.
5. Meals with the exception of meals served in conjunction with a business meeting hosted
by Weld County. e. g Planning Commission lunch , Communications Advisory Board . etc.
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.
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.
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4 . If the dispute is not resolved satisfactorily and a P-Card holder believes the merchant has
unfairly treated him or her, the P-Card Administrator 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 P-Card Administrator.
(Weld County Code Ordinance 2015-2 )
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