LINN COUNTY POLICY

County of Linn, Iowa

SUBJECT:
Directive Number:

Procurement Card Policy

Approval Date: 05/19/04 Effective Date: 05/19/04 Distribution: Revision No.: Policy Section & Number:

OP-015

Reference: BOS Minutes: 05/06/2004 05/19/2004

I.

POLICY It is the policy of Linn County to provide County employees with an effective and efficient way to purchase goods and services. It is intended to simplify and expedite the process of paying vendors for these purchases while insuring compliance with the Countys Purchasing Policy.

II.

SCOPE The policy is applicable to all Elected Officials, their employees, and the autonomous boards of Conservation and Public Health.

III.

OBJECTIVES A) B) C) D) E) F) To expedite payment for goods and services. To eliminate the use and maintenance of store charge accounts. To significantly reduce the paperwork required to process invoices by consolidation. To expand the Countys vendor base while providing employees ease of transaction for purchasing goods and services. To provide detailed reporting of credit card purchases. To consolidate all credit cards accounts into one vendor.

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IV.

PROCEDURES A. Procurement cards shall be issued to replace bank cards, credit cards and house/store accounts. Upon issuance of a procurement card, the bankcard, credit card and house/store accounts shall be closed. 1. On a quarterly basis, the Auditors office shall compile and furnish to all elected officials and conservation and health boards, a county-wide summary of accounts on all bank cards, credit cards and house/store accounts.

B.

Responsibilities of the Cardholder 1. 2. 3. 4. Comply with current program policies and procedures. Ensure that funds are available to pay for the goods or services being purchased. Ensure that the purchase is in compliance with the current Purchasing Policy. Notify the vendor that the purchase is tax exempt and to ensure that such taxes are not added to the price of goods or services purchased. Immediately report any discrepancies between the transaction report and transaction receipts to the office administrator Any violation of this policy may be subject to disciplinary action up to and including discharge from employment. If applicable, purchases in violation of this policy shall be resolved prior to issuance of employees final paycheck.

5. 6. 7. C.

Responsibilities of the Office Administrator 1. 2. 3. Each elected office and department will assign an office administrator(s) to work with the program administrator. The office administrator is the primary contact for cardholders in their office. The office administrator shall immediately report any discrepancies between the transaction report and transaction receipts to the program administrator. The office administrator shall immediately notify the program administrator when a cardholder is no longer eligible or will no

4.
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longer be participating in the program. The card shall physically be taken to the program administrator in the Auditors Office by the office administrator or designee for disposal. 5. D. The office administrator shall immediately report any variances from program policies to the Program Administrator.

Responsibilities of the Program Administrator 1. The office of the Linn County Auditor will be the program administrator. The program administration shall establish a process for reconciliation of transactions. 3. The program administrator shall coordinate the card application process and maintain a record of all cardholders.
2.

4. The program administrator shall provide procurement card training sessions and maintain a record of those who have completed training. 5. The program administrator shall resolve compliance issues between the card provider and cardholder and changes in cardholder status. 6. The program administrator shall distribute policy and procedure revisions to elected officials, department heads and office administrators. 7. The program administrator may terminate the card for non-compliance. E. Purchasing Policy Adherence and Excluded Items: 1. 2. When applicable, the Linn County Purchasing Policy OP-002 shall be followed when using procurement cards. A procurement card shall not be used for: (a) (b) (c) (d) (e) F. Cash advances Purchase of alcoholic beverages Expenses related to non-covered persons. Non-work related items. Personal identification or as personal credit reference

Application and Issuance Process 1. County employees may apply for a procurement card by submitting a completed application to the respective elected official or department head.

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2.

If approved, the elected official, department head or designated office administrator shall submit an approved request to the program administrator.

3. The elected official or board or department head shall establish the initial credit limit. Changes to the credit limit shall be approved in a similar manner. 4. A credit limit over $5,000 will require approval by their respective elected official or board. 5. Applicants shall attend a mandatory training session prior to issuance of a card. 6. After completion of the training and submission of the agreement form, a card may be issued. G. Security. 1. 2. 3. Procurement cards are the property of Linn County. It is the responsibility of the cardholder to keep the card in a safe location. Lost or stolen cards shall be immediately reported to the office administrator or program administrator or, if outside normal business hours, to the card vendor Cardholders shall physically return cards to the program administrator when employment with the County ends

4. H.

Reconciliation. 1. Cardholders and office administrators shall follow the reconciliation process as implemented by the Auditors office

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