Procurement Card Usage

Section 1 - ADMINISTRATIVE

PURPOSE:

To provide an efficient method of purchasing and paying for goods and services not exceeding $1,000 per item. To reduce the number of check requests and small purchase orders. The Multi Card system simplifies the procurement/disbursement process.

PROCEDURE:

ASSIGNMENT AND CONTROL OF THE MULTI CARD

• Multi Cards will be issued to individual employees and two (2) generic cards for each station.
• Misuse of the Multi Card will result in the revocation of the card.
• The two generic cards will be available in Fire Administration.
• Employees must not allow vendors to store the credit card number on file.
• If additional Multi Cards are needed a request must be submitted to the Fire Chief.
• If a Multi Card is lost or stolen, the cardholder must immediately notify Fire Administration in order to minimize the liability to the City.
• If an employee has been issued a personalized Multi Card and terminates employment with the City the card must be returned to Fire Administration immediately.

LIMITATIONS OF USE OF MULTI CARD

• The Multi Card is to be used for City of Maitland authorized purchases only. The Multi Card is not to be used for any personal transaction.
• When using the Multi Card, items must be immediately available. No back ordering is allowed.
• The following types of items may not be purchased with a Multi Card, regardless of the dollar amount:
  • Cash advances
  • Jewelry
  • Fuel
  • Entertainment
  • Any additional goods or services specifically restricted by the Finance or Fire Department to include any item purchased for personal use without the prior, written approval of the Fire Chief.

PROCEDURES FOR MAKING AND PAYING FOR PURCHASES

• Purchases in any amount must first be approved by Fire Administration.
• The employee will provide the vendor a copy of the city's tax exempt form at time of purchase.
• The Battalion Chief is authorized to make approved purchases, not to exceed $250, when attempts to contact Fire Administration have failed. Fire Administration should be notified as soon as possible of the purchase.
• When an over-the-counter purchase is made, the purchaser must obtain the customer’s copy of the charge slip.
• When placing a telephone order, the purchaser must confirm that the vendor will charge the Multi Card when shipment is made and a copy of the charge slip will be faxed or e-mailed to the purchaser or Fire Administration.
• After a purchase has been made, the charge slip will be copied by the purchaser with the original being sent to Fire Administration immediately after the purchase and the copy being retained for 90 days by the purchaser.
• If for some reason the purchaser does not have documentation of the transaction to send to Fire Administration, he/she must send a description of the purchase to include the vendor name, date of purchase, amount of purchase and a description of the items purchased to Fire Administration.

REVIEW OF PURCHASES

• Fire Administration will review the monthly statement against the Multi Card log to verify all transactions processed during the previous 30 days and note any discrepancies.
• Fire Administration will attach charge card slips/receipts for all items listed on the statement.
• Fire Administration will assign an account number for each item to be entered into the Multi Card web based payment system and printed on the Expense Report to be attached to the receipts.
• As directed by the Finance Manager, when attaching a thermal receipt for custodial record-keeping purposes and record retention,
  • Photocopy receipts then attach the originals to the back of the copy, with "Originals on Back" at the bottom of the page
  • When attaching receipts to the back, the tape needs to be applied to the top and bottom and not the sides of the receipt as to not tape over any pertinent information. The adhesive reacts to the thermal paper and print thereby erasing the information over time.