Agency Issued Purchasing Cards
The Board of Control recognizes the value of an efficient method of payment and recordkeeping for certain expenditures made by individual employees of the Agency.
The Board therefore authorizes the issuance of individual purchasing cards to employees identified by the Executive Director of Financial Services.
The Board further authorizes the development of administrative rules to guide and direct the use of the credit card program.
PURCHASING CARD PURCHASING PROCEDURES
Purchasing cards will be issued by the Agency to individuals who do travel planning, workshop preparation, or online ordering of goods or services. The purchasing card will be in the name of the Agency and assigned to the specific individual with a card number.
The individual to whom the card is assigned will be responsible and accountable for the charges to their assigned card.
The card may be used for legal purchases of the Agency for the following purposes:
- General supplies
- Travel accommodations
- Dues for associations
- Subscriptions for business purposes only
- Computer software
- Meeting/workshop expenses
- Other purchases (with administrative approval) where a credit card is required or the regular purchase order procedure is not possible or prudent.
The card shall not be used for personal expenses including but not limited to:
- Cash advances, wire transfers or money orders
- Independent contractors or other personal services
- Maintenance contracts
- Personal purchases
- Telephone expenses
- Alcohol purchases
- Donations
- Fuel
- Parking tickets
The cardholder is responsible for maintaining all itemized receipts for goods and services purchased with the purchasing card. The documentation retained should include sales receipts, packing lists (if applicable) and purchasing card transaction receipts.
CESA 2 receives account statements from its purchasing card bank administrator each month. The program accounting associate must receive the account statement with the appropriate documentation within five days upon receipt of the account statement. Any account statements deficient of the proper approvals and documentation will be returned to be resubmitted appropriately. If a cardholder is consistently delinquent in submitting their account statement to the program accounting associate, the Executive Director of Financial Services may review their status as a participant in the program and suspend their privileges until an adequate resolution is achieved.
Abuse
The purchasing card issued to the cardholder is the property of CESA 2 and can be canceled at any time. Any misuse of the card will be reported to the Agency Administrator and the CESA 2 Board of Control and may lead to termination of the employee and may be referred to the district attorney for criminal prosecution.
