§ 2-157. Purchases with a purchasing card.

(a)

The purchasing card (P-card) is a credit card issued by the approved vendor awarded the state contract for providing P-card services. It is a fast and flexible purchasing tool that provides an extremely efficient and effective method of purchasing and paying for necessary goods and services. Purchases can be completed over the phone, in person, or over the internet utilizing the P-card.

The P-card will be issued in the name of the employee with the county BOC and the county seal clearly present on the card. Employees who are issued a P-card will sign a policy statement that they understand the proper use of the P-card and will adhere to the policies set forth in the BOC P-card resolution when utilizing the P-card. Additionally, the guidelines for purchases outlined in section 2-156 above must be followed when P-card purchases are being transacted.

(b)

The purchasing manager will be assigned the responsibility to monitor and manage the county's P-card system. Should a transaction warrant additional explanation, the purchasing manager may contact the P-card user for additional information that can be documented in the P-card transaction record to record this information for audit purposes. Department heads will be responsible for reviewing and signing off on all P-card transactions transacted by any employee in their department who has been authorized a P-card. The purchasing manager, in coordination with the county manager, may suspend and/or cancel a P-card when activity on the card may be suspicious.

(c)

At the end of the month when the billing statement is received from the bank, the purchasing manager will reconcile the statement to the transactions in on-line monitoring program and will produce the import file that will be processed into the finance software to ensure payment of the statement in accordance with the terms of the P-card agreement.

(Ord. No. 17-004 , § 7, 2-20-2017)