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R <br />a. The purchasing card company will provide one consolidated <br />statement for all cardholders to Finance. This Statement of Account will list all <br />transactions processed during the previous 30 days. <br />i <br />b. Finance will review the statement and receipts, noting any errors <br />and notifying the departments of any discrepancies. The department will determine <br />whether to dispute the': item in question. If the item is disputed, follow the <br />procedures below. All items must be. resolved within five (5) working days of <br />notification by Finance. l <br />D. Disputes <br />1. If items purchased with the purchasing card are defective, the cardholder <br />must return the item(s) to the vendor for replacement or credit. If the service paid <br />for with a purchasing card is faulty, the vendor must be notified and asked to <br />correct the situation or provide a credit. If the vendor refuses to replace or correct <br />the faulty item or service, the purchase will be considered in dispute. <br />E. Review of Purchases by Departments <br />1. Because of their knowledge of. the iob responsibilities and requirements, <br />Department Heads or designees are required to review each purchasing card <br />expenditure (item purchased, amount and vendor) to ensure the goods/services <br />were necessary and for official use. <br />I <br />2. When the Department Head is not satisfied that the purchase was necessary <br />and for official use, the cardholder must provide either a credit voucher proving the <br />item(s) were returned for credit or a personal check for the full amount of the <br />purchase. Checks must be sent to Finance with an explanation and account <br />number to credit. A copy! of the check and explanation must be forwarded to the <br />Purchasing Card Administrator. <br />3. Serious or repeated misuse of the purchasing card will result in the <br />revocation of the card. Employees incorrectly using their purchasing card will be <br />disciplined by the Department Head/ manager as necessary. <br />4. To help the departments in their reviews, management reports will be <br />available from the Purchasing Card Administrator or Finance. <br />F. Abuse/Violations <br />1. Participation in the Indian River Countv Purchasing Card Program is a <br />convenience that carries responsibilities along with it. Although the card is issued <br />in a cardholder's name, it is Countv property and should be used with good <br />judgement. Improper use of the card can be considered misappropriation of <br />Countv funds which may result in disciplinary action, up to and including <br />62 <br />