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Indian River County Purchasing Manual — Effective April 19, 2022 <br />A. Cardholder <br />1. Hold and secure purchasing cards. <br />2. Order materials and services. <br />3. Inform vendor of tax-exempt status prior to processing sale transaction. <br />4. Obtain all sales receipts and forward to the Department Purchasing Card <br />Representative for authorizing approval. <br />5. Identify disputed charges. <br />B. Department Purchasing Card Representative. <br />1. Review charges daily and sign authorizing the charges. <br />2. Assign and/or verify the appropriateness of account numbers. <br />3. Assist department cardholders with disputed items. <br />4. Obtain signature from Department Head. <br />5. Forward all charge receipts and necessary documentation to Finance daily. <br />Ensure that all receipts for a given month are forwarded to Finance no later <br />than five working days after month end. <br />6. Collect cards from cardholders that end or transfer employment and notify <br />the Purchasing Card Administrator. <br />7. Notify the Purchasing Card Administrator of terminated employees <br />immediately. <br />C. Department Head or his/her designee. <br />1. Request purchasing cards for designated employees. <br />2. Set departmental and cardholder spending limits within established <br />guidelines. <br />3. Designate Department Purchasing Card Representatives. <br />4. Review and sign charge receipts. <br />D. Purchasing Card Administrator <br />1. Approve requests for purchasing cards submitted by Department Head. <br />2. Coordinate issuance and cancellation of cards. <br />3. Coordinate program policy issues. <br />4. Participate in ongoing program reviews. <br />5. Participate in resolving billing disputes. <br />6. Coordinate and maintain internal controls. <br />7. Maintain procedures and cardholder guides/manuals. <br />8. Conduct periodic operational and compliance audits. <br />E. Finance <br />1. Receive approved charge receipts from all cardholders. <br />2. Confirm that all charges are authorized by Department Head or his/her <br />designee. <br />3. Reconcile consolidated statement, and notify departments and Purchasing <br />Card Administrator when approved charge receipts are not received. <br />33 68 <br />