CITY OF MADISON PURCHASING CARD MANUAL
Contents
1. Meals may NOT be charged on your P Card They must be paid separately and reimbursed on an Employee Expense Claim through Employee Self Service ESS Credit Card Security Your P Card should be treated with the same level of care you use with your personal cards Do not lend your card to anyone The only person authorized to use the P Card is the person whose name is on the front of the card 11 11 2015 PcardManual20151111 doc 3 CITY OF MADISON PURCHASING CARD MANUAL Guard your P Card account number carefully Do not post it or write it in any location that is accessible to others When sending your card number over the Internet be sure the Internet site is secure An icon in the shape of a padlock will appear usually on the lower Tool Bar on your computer screen when you are entering data in a secure field Numerous companies contract with other sales organizations to provide encryption protection for information such as credit card numbers being entered on the Internet The following language was taken from the Circuit City Stores VeriSign secure web page This site has a VeriSign Secure Server ID VeriSign has verified the organizational and that CIRCUIT CITY STORES INC has the proof of right to use it This site legitimately runs under the auspices of CIRCUIT CITY STORES INC All information sent to this site if in an SSL session is encrypted protecting against dis2. Your agency has determined that buying goods will facilitate your and Accounting s job performance The use of the P Card is a means to acquire these goods 7 How do activate my card Call the toll free 800 number on the front of your card and enter your social security number at the prompt 8 How does someone carpenter etc doing work for a different department record credit card purchases so the other department will be billed for the purchase Record the department and the name of project on both the log sheet and the receipt When you or someone in your department enters your charge into Munis you will need to contact the other department to find out what organization and object number should be charged The department being charged will have access to the documentation through Munis if they need it for their records 11 11 2015 PcardManual20151111 doc 9 CITY OF MADISON PURCHASING CARD MANUAL 9 Some departments centralize their purchasing so only a few people do the ordering The 1000 limit may not be adequate Try the current limit for a few months if it turns out to be inadequate the Agency Card Coordinator may request a higher limit by sending a memo to the Purchasing Card Administrator explaining your need 10 Some departments may have a person who orders for inventory and the 1000 limit per transaction will be inconvenient Try the current limit for a few months if it turns out to be a problem send a memo
3. Reporting Lost or Stolen Cards You must notify your Agency P Card Coordinator immediately when you discover your card is lost or stolen Additionally you should report it to JP Morgan 800 316 6056 11 11 2015 PcardManual20151111 doc 5 CITY OF MADISON PURCHASING CARD MANUAL Unlike personal credit cards where cardholders are responsible for paying only the first fifty dollars if the card is stolen or misused the Corporate P Card program holds the agency responsible for paying all charges resulting from stolen or misused cards until JP Morgan has been notified The P Card should be handled and treated as if it were your own personal card If the card is missing you should report it to JP Morgan 800 316 6056 immediately The card will be put into an inactive status The card status may be re activated should you find it If it does not re appear the card will be canceled and a new card will be issued It will take one to two weeks to get a new card 16 What if I leave the agency or transfer to another unit If you leave your agency or transfer to another unit within the agency you must return your P Card to your supervisor The supervisor is responsible for contacting the Agency P Card Coordinator who will cancel the card Returned P Cards are not reissued to other employees for use Before returning a canceled P Card cut the card in half 17 Key Contacts The following resources are available to provide assistance answer
4. AND COMPLETE THE CORRESPONDING INFORMATION 1 The charge is mine however I need a copy Idon t recognize this sale never authorized this transaction Cardholder Signature required unless this form is generated from the cardholder s email address 1 I participated in only one transaction the second one is unauthorized Cardholder Signature required unless this form is generated from the cardholder s email address 1 Ipaid for this transaction by other means Must provide copy of the front amp back of canceled check other credit card statement showing the second charge cash receipt etc as supporting documentation 1 Iwas billed a different amount than my receipt shows Must provide a copy of the receipt showing the amount that should be billed For the following inquires please answer the questions below gt An attempt to resolve this dispute with the merchant must be made Please describe your attempt s gt On what date s did you contact the merchant to resolve this concern a O I was billed for merchandise service or cash I haven t received gt Describe the item s not received including dollar amount of each item gt Date merchandise services were to be provided _ gt Ship To address if different If the transaction was made face to face proof must be supplied showing merchandise was to be shipped 1 Iam disputing the Quality of Merchandise Servic
5. Failure to Comply with Program 5 15 Reporting Lost or Stolen onsen uae iis 5 16 What if leave the agency or transfer to another unit 6 17 deci cadence rns teat cod endah 6 Merchant Category Si An dee a Oia eth Aa era 7 Frequently Asked Questions Purchasing 9 Non Travel Related Disputes necesn a E 12 Travel Related 14 Purchasing Gard 16 11 11 2015 PcardManual20151111 doc l CITY OF MADISON PURCHASING CARD MANUAL PURCHASING CARD MANUAL 1 What is a Purchasing Card P Card The Purchasing Card P Card is a tool for agency employees to use to make low dollar purchases for official agency business needs It allows your agency head to delegate the authority to purchase low dollar items directly to you the designated cardholder enabling you to purchase supplies faster and more easily than before You will no longer have to create a purchase requisition prior to buying qualifying items Instead you are encouraged to purchase these low dollar items 5 000 and under with a Master Card credit card issued in your name Your card will have a Single Transaction Limit and a Monthly Limit These limits are based on your in
6. CITY OF MADISON PURCHASING CARD MANUAL City of Madison WI TAX EXEMPT ES 42916 1234 5678 1234 5678 Valid from 05 22 14 Good Thru 05 21 17 Employee Name M C Agency Name November 11 2015 CITY OF MADISON PURCHASING CARD MANUAL TABLE OF CONTENTS P rchasing aE ae ar E ec 1 1 What is a Purchasing Card 1 2 What are the benefits of a P Card Rete ae ed SO 1 3 Who are likely cardholders 3 scsud nus keavne ihe 2 4 Fowde lhobtalit a PHC aie 2 5 Personal Liability and your Credit Rating 2 6 Guidelines for Card 2 7 General Instructions for 3 8 Guidelines for Card Use for 3 9 Credit Card SS CUNY succes note ardent cam tats aa nes etek aes 3 10 What if the supplier does not accept credit Cards 4 11 Returns Credits and Disputed IteMS ccccccccccccsseceeseeeeseeeseeesceeseeeeeeeseaaaeees 4 12 Statement Reconciliation 5 13 Random Audits Aired ees sass 5 14 Consequences of
7. action Amount Disputed Amount f I am initiating this dispute on behalf of the customer Name Relationship to cardholder Signature PLEASE CHECK THE APPROPRIATE DISPUTE AND COMPLETE THE CORRESPONDING INFORMATION L The charge is mine however I need copy O Idon t recognize this sale never authorized this transaction Cardholder Signature required unless this form is generated from the cardholder s email address O 1 paid for this transaction by other means Must provide copy of the front amp back of canceled check other credit card statement showing the second charge cash receipt etc as supporting documentation 1 I was billed a different amount than my receipt shows gt Iftransaction involves lodging or car rental please indicate which portion of the charge you are disputing and the reason why Must provide a copy of the receipt showing the amount that should be billed or the following inquires please answer the questions belo gt attempt to resolve this dispute with the merchant must be made Please describe your attempts gt On what date s did you contact the merchant to resolve this concern f f ff C1 I canceled my hotel stay and have been charged a No Show fee Date of cancellation Time of cancellation Cancellation number provided unable to provide a cancellation number please provide details of call VVVV Tf unable to provide canc
8. aily your transaction data will be downloaded and imported into the Munis Purchasing Card Module from JP Morgan You or someone in your department will review your transactions add the appropriate budget organization and object codes the appropriate commodity code and attach the documentation to the Munis transaction See Munis Accounts Payable Super User Manual starting on page 106 for more information Once the appropriate accounting codes have been entered and documentation has been attached you or someone in your department will release the transaction into the Munis workflow for approval 13 Random Audits Your agency purchasing and accounting offices as well as the City Purchasing Services and the City Accounting Office will conduct random audits of P Card use The primary purpose of these audits is to ensure that the P Card program procedures are being followed and that e Purchase volume appears reasonable The card is being used for appropriate transactions Documentation is complete 14 Consequences of Failure to Comply with Program Guidelines Any misuse of the card or other failure to comply with these procedures will result in the following cardholder consequences Revocation of card Disciplinary measures as appropriate In addition if the misuse involves personal transactions the cardholder must repay to the City all personal amounts including any applicable state county or city taxes 15
9. ce or soda or anything from that vendor The following Merchant Category Codes are EXCLUDED from use with the Purchasing Card murve 5309 DUTY FREE STORES 6541 INJURY CASUALTY 5441 CANDYINUTICONFECTION STORE STORE 6543 MUTUAL AID ENTERPRISE MUTUAL AID ENTERPRISE ENTERPRISE 5681 FURRIERS FURSHOPS FURRIERS FURSHOPS FUR SHOPS 7276 7276 TAXPREPARATION SERVICE PREPARATION SERVICE SERVICE 11 11 2015 PcardManual20151111 doc 7 CITY OF MADISON PURCHASING CARD MANUAL a NEN BANKS NON FEDERAL RCL FINANCIAL INSTITUTIONS RACING LOTTERIES 11 11 2015 PcardManual20151111 doc 8 CITY OF MADISON PURCHASING CARD MANUAL FREQUENTLY ASKED QUESTIONS PURCHASING CARDS 1 What buy Goods commodities 2 What can t buy Items for personal use cash advance professional services requiring a 1099 tax form capital items alcoholic beverages etc 3 Where can buy stuff Anywhere MasterCard credit cards are accepted Use those vendors listed on the Contract Purchase Order Index whenever possible 4 How much can spend Your agency has established limits for each cardholder Those limits were listed on the Employee Agreement form 5 If my card doesn t work what should do Contact your Agency Card Coordinator Contact the Purchasing Services Card Administrator 266 4026 Contact MasterCard at 1 800 316 6056 6 don t want to use a card do have to
10. closure to third parties Any web page that is secure should contain similar language and will contain HTTPS 10 What if the supplier does not accept credit cards Not all suppliers accept P Cards If this happens Choose another supplier or e Complete the transaction using traditional purchasing procedures then Ask the supplier if they are interested in accepting Master Card If yes refer them to the City P Card Administrator for information about signing up as a Master Card merchant 11 Returns Credits and Disputed Items You are responsible for following up with the merchant or bank on any erroneous charges disputed items or returns as soon as possible Disputed billings can result from failure to receive the goods charged defective merchandise incorrect dollar amounts duplicate charges credit not processed as well as fraud and misuse If you have a problem with a purchased item or a billing resulting from use of the P Card you should first try to reach a resolution with the supplier that provided the item In most cases problems can be resolved directly between the cardholder and the supplier Credits Referring to your receipt request from the merchant that a credit be placed on your card account If the item was shipped refer to the shipping form you kept with your purchase record Returns A credit should be issued for any item that the supplier has approved for return The credit will appear on a sub
11. dividual purchasing needs The Single Transaction limits the total dollar value of any one transaction For example if you buy five items the total of those five items may not be greater than your Single Transaction Limit The Monthly Limit identifies the maximum that you may spend in a given month You may use your card as many times per day or month as needed These limits are established by your agency P Card Coordinator If either of these limits is exceeded the transaction being processed will be declined NOTE The monthly billing cycle limit begins on the 27th of this month and ends on the 26th of the following month The MasterCard Purchasing Card payment system is an individual bill central payment system You the cardholder will receive a monthly account statement for reconciliation purposes An electronic billing file is also sent to the Comptroller s Office Accounting Services together with a summary of all charges Accounting Services makes one payment to Master Card on behalf of all cardholders Expenditure transactions are processed through the City s accounting system Munis and posted to the various accounting code combinations In brief the P Card is Authority granted by the agency head to individual City employees For official City use only Authorized for commodity and service purchases up to 5 000 or your Single Transaction Limit Authorized for use with only certain categories of merchants and commod
12. een reviewed and reconciled Receipts are attached in order of occurrence X Page Subtotal CARD TOTAL Cardholder Signature Date Submitted Dept Approved By Date Approve 16 11 11 2015 PcardManual20151111 doc
13. ellation number must supply copy of the phone bill reflecting the call to the merchant gt Person I spoke with 1 Iwas billed for a No Show charge and accommodations were used gt Please indicate disputed amount gt The 23 digit reference of the valid charge is Tfanother method of payment was used a copy of the front amp back of canceled check other credit card statement showing the second charge cash receipt etc as supporting documentation 11 11 2015 PcardManual20151111 doc 14 CITY OF MADISON PURCHASING CARD MANUAL I received alternate accommodations and was billed in error gt The 23 digit reference of the valid charge is gt Reason for alternate accommodation e g room was not available and the hotel made arrangements at another hotel I was charged a No Show rate different than I was quoted Please provide details I was not advised that a No Show fee would be charged Please provide details I did not request a guaranteed reservation Please provide details 0 The airline went bankrupt amp services were not rendered gt Name of airline and when was the expected date of flight ath gt Indicate the disposition of the tickets Must provide proof of return if they were returned gt Note If tickets are still in your possession return them via certified registered mail to JP Morgan PO BOX 2015 Il 6225 Elgin IL 60121 2015 Attn Di
14. es received gt List item s defective not as ordered including dollar amount of each item gt Describe why item s defective not as described or incompatible Must supply proof of what was ordered versus what was received if made over the phone written correspondence will be sufficient gt Date merchandise was returned or attempted to return ___ ___ ___ Must attach proof of return if applicable 11 11 2015 PcardManual20151111 doc 12 CITY OF MADISON PURCHASING CARD MANUAL 1 Iam disputing card activated call gt Please describe your reason for dispute including dollar amount you re disputing 1 Iam being billed for a service I canceled gt what date did you contact the merchant to cancel the transaction gt Ifyou canceled over the phone do you recall whom you spoke to If yes their name Ifa recurring transaction only the transaction s after the cancellation date may be disputed I returned the merchandise and have not received credit Reason for return Date of return or credit voucher date __ _ Must provide proof of return or copy of credit receipt if applicable If you merchandise was accepted for return did you receive an in store credit slip ___ Tfin store credit voucher was received original must be sent via certified mail to Morgan Does the merchant display a policy for returns If so please describe that policy If the mercha
15. ities Authorized for certain travel costs including airline tickets lodging car rental The P Card is NOT a means to avoid appropriate procurement or payment procedures NOT a card to access cash or credit NOT a right of employment NOT for personal use 2 What are the benefits of a P Card The P Card enables cardholders purchasing and accounting staff to perform more effectively and focus on the value added aspects of your jobs by e Reducing time needed to purchase and receive supplies e Reducing the number of requisitions and purchase orders needed Reducing reimbursements from petty cash 11 11 2015 PcardManual20151111 doc 1 CITY OF MADISON PURCHASING CARD MANUAL Reducing the number of invoices and invoicing problems Reducing the number of checks issued 3 Who are likely cardholders Because the P Card allows the cardholder to place orders directly with the supplier the greatest program benefits are achieved when cards are issued to end users Therefore in addition to the traditional buyers purchasing staff other staff that should be issued cards are Field staff managers and supervisors who may travel or who may need to purchase emergency parts or supplies e Staff who routinely buy subscriptions books and office supplies Physical plant maintenance staff 4 How do obtain a P Card a Contact your Agency Purchasing Contact P Card Coordinator b Complete the P Card Agreeme
16. ll pursue unauthorized purchases 6 Guidelines for Card Use The P Card is to be used to purchase low dollar value items with the total amount of any purchase not to exceed 5 000 or the individual limit set by your Agency Certain exceptions to use of the P Card apply Merchant Category Codes will block purchases see table attached Examples of items that MAY NOT be purchased with the card Insurance Alcoholic beverages Ammunition weapons 11 11 2015 PcardManual20151111 doc 2 Th 8 CITY OF MADISON PURCHASING CARD MANUAL Computer Equipment amp Software contact IT prior to purchase Food Meals Leases rentals A Z Rental is OK Room facility rental not acceptable Legal services Motor vehicles Room Service Other exclusions Cash advances ATM or other Non business use products subscriptions and services General Instructions for Card Use Agency may establish other Guidelines If the transaction value is greater than 5 000 or your Single Transaction Limit use traditional purchasing procedures PO and follow your agency established process If the transaction value is 5 000 or less Use best judgment determine an appropriate vendor for the materials desired Give the vendor your P Card number and expiration date or present the card at the point of sale Tell the vendor prior to the purchase that the City is exempt from state sales taxes The Tax Exe
17. method is to use City fueling facilities If using a City vehicle for official business it is permissible to use the credit card out of town 15 Does the City still receive the same discount if we use a credit card Yes the City should receive the same discount that was available before the card program 16 What is the billing cycle The billing cycle is monthly The City s closing date is the 26th day of the month 11 11 2015 PcardManual20151111 doc 10 CITY OF MADISON PURCHASING CARD MANUAL 17 Can we use the P card when ordering from a catalog Yes the P card may be used when ordering from a catalog It might be a good idea to make copies of the catalog pages for entering your transaction into Munis 18 The vendor added the sales tax to my credit slip what should do When signing your credit card slip at the store be sure to view it to make sure the charges are correct As a courtesy you may have to remind them beforehand that the City is tax exempt They can do a cancellation and redo the sale without the tax if you notice it right away Note Most vendors do have the capacity on their cash register machines to automatically leave off the tax If it is after the fact when you notice tax was charged you will need to contact the vendor immediately to have the tax amount refunded Please be sure to make a note of this for reconciling purposes 19 Does the vendor get charged anything for accepting the City credit card S
18. mpt 5 42916 is printed on the P Card If the material will be shipped or delivered tell the vendor to enclose or mail a copy of the receipt invoice with each shipment Have the vendor mark it Credit Card Order PAID to avoid duplicate invoices payments If the material is picked up obtain the itemized receipt indicating the purchase price All items purchased over the counter must be immediately available at the time of credit card use Maintain a purchase record See attached sample P Card Record Agencies may develop their own form and procedures Save the original itemized receipts shipping invoices for monthly reconciliation NOTE Do not split an order onto two or more transactions to circumvent your Single Transaction Limit You should use another purchasing process ask for a one time single transaction limit increase from your agency pcard coordinator have another employee with a higher limit purchase the goods or use a requisition PO Guidelines for Card Use for Travel The P Card may be used to pay for your business related registration fees lodging and airline travel expenses 9 Use of the P Card does not exempt you from the City of Madison travel guidelines nor from your agency pre approval policies and procedures for lodging and air travel Lodging within the State of Wisconsin is exempt from taxes Remember to give the hotel motel the City tax exempt number it is printed on the P Card when checking in
19. ndise was shipped mailed back to merchant to what address was it sent to Vv WY Is there a postal UPS receipt Tf yes must provide copy as supporting documentation Please include additional comments that are pertinent to your dispute Supporting documentation may be faxed to 1 888 297 0785 847 488 7985 or Mailed to JP Morgan PO Box 2015 Elgin IL 60121 2015 Attn Dispute Department JP Morgan USE ONLY Circle applicable reason code 32 41 53 55 56 57 60 59 RS1 RS2 RS3 RS4 RSS I certify that the facts were obtained from my discussion with the cardholder and are accurate to the best of my knowledge Chargeback representative Date Recap of representatives attempt to resolve dispute with merchant directly Check applicable regulation for appropriate timeframes and member message fields Call Taken By Ext Date Supervisor Best Time to call Number we may reach customer back at 11 11 2015 PcardManual20151111 doc 13 CITY OF MADISON PURCHASING CARD MANUAL TRAVEL RELATED DISPUTES You may file this claim with a Chargeback specialist by calling 1 888 297 0768 Travel Related Disputes Date Cardholder Account Number 8 __ __ Information Name s __ __ Transaction Merchant Name Phone if known __ __ Information Merchant Location if available 23 Digit Reference Transaction Date Trans
20. nt and P Card Application forms Your agency management must approve your participation Attend a training session either group or individual session prior to using card d A card will be issued within 7 10 business days after the paperwork is submitted to the card company e Individuals amp authorizing agency both should keep a copy of the employee P Card Agreement and P Card Application The City Purchasing Services Card Administrator keeps the original agreement and application forms 5 Personal Liability and your Credit Rating The use of the P Card results in a City of Madison liability NOT a personal liability for the cardholder Your credit rating will not be affected The JP Morgan Purchasing Card Program provides liability protection to the City once notification is made of any loss theft or fraudulent use However this same level of liability protection does not apply to cards that are made available to multiple users Therefore only the person whose name appears on the card should use the P Card The P Card should be handled and treated as if it were your own personal card Cardholders are responsible for purchases made on their card Should the card be lost or stolen or the card number somehow used without the cardholder s knowledge approval or authorization the cardholder shall not be held liable for such purchases The City is liable for these and all purchases made on all P Cards The City and JP Morgan wi
21. ome of our staff think we may have lost the discount rate because of using the card The vendor does pay a small fee for any credit card program they participate in i e MasterCard Visa and Discover The City has not lost any government discount rates because of using this card If employees discover anything to the contrary please notify Purchasing 20 Some vendors do not accept credit cards how do we purchase the needed items Use the Munis requisition process or pay and do a petty cash voucher You may want to check around for another vendor who utilizes credit cards Inform the vendor that the City will be using the procurement card more often and instruct them to call Purchasing and we will give them contact information at MasterCard should they wish to begin an account 11 11 2015 PcardManual20151111 doc 1 1 CITY OF MADISON PURCHASING CARD MANUAL NON TRAVEL RELATED DISPUTES You may file this claim with a Chargeback specialist by calling 1 888 297 0768 Non Travel Related Disputes Date Cardholder Account Number __ _ Information Name s __ __ Transaction Merchant Name Phone if known __ __ Information Merchant Location if available 23 Digit Reference Transaction Date_ _ Transaction Amount Disputed Amount 1 am initiating this dispute on behalf of the customer Name Relationship to cardholder Signature PLEASE CHECK THE APPROPRIATE DISPUTE
22. questions or help solve any problems that arise Agency P Card Coordinator To apply for a P Card For questions about policies and procedures To replace damaged cards For assistance with suppliers For account inquiries For billing information If you don t receive your monthly statement To report a lost or stolen card JP Morgan Cardholder Customer Service 800 316 6056 To report lost or stolen cards For questions about your statement authorization assistance City Purchasing Card Administrators e Kathy Schwenn 608 266 4026 John Alliet 608 266 4523 City Purchasing Services For reconciliation process and questions For assistance with City of Madison accounting policies and procedures To initiate an agency P Card program For assistance with City of Madison P Card procurement policies and procedures e Susan Rebello 608 266 4521 City Purchasing Services For assistance with Corporate Express online orders P card required 11 11 2015 PcardManual20151111 doc 6 CITY OF MADISON PURCHASING CARD MANUAL MERCHANT CATEGORY CODE A Merchant Category Code MCC is a four digit code that is assigned to a vendor by their bank or credit card processor at the time that they are set up to accept credit cards The code represents the major commodity sales for that vendor A liquor store code 5921 also sells bags of ice and soda but because its major sales product is liquor you may NOT buy i
23. sequent statement Any item purchased with the MasterCard P Card that is returned must be returned for credit Do not accept a refund in cash or check format Make sure you keep documentation of credits returns and exchanges with your purchase record Disputed Items If you have a disputed charge and cannot reach resolution with the supplier complete the Cardholder Dispute Form Travel or Non Travel 11 11 2015 PcardManual20151111 doc 4 CITY OF MADISON PURCHASING CARD MANUAL and send it to your Agency P Card Coordinator with a copy to Kathryn Schwenn Accounting Services CCB 406 JP Morgan must receive this written notice of dispute within 60 days of the date that JP Morgan sent the first statement or transaction file 12 Statement Reconciliation Each Agency may establish additional Guidelines a The 26th day of each month is the end of the billing period Within 5 business days you will receive a statement for your account directly from JP Morgan the P Card Company The statement will be mailed to the address listed on your employee P Card Application form A master statement containing transaction activity for all cardholders is also sent to the City for payment processing b It is your responsibility as the cardholder to verify the correctness of the statement against your purchase record and receipts If there are inaccuracies and or erroneous charges you must report them to your Agency P Card Coordinator immediately D
24. spute Dept Please include additional comments that are pertinent to your dispute Supporting documentation may be faxed to 1 888 297 0785 847 488 7985 or Mailed to JP Morgan PO Box 2015 Elgin IL 60121 2015 Attn Dispute Department JP Morgan USE ONLY Circle applicable reason code 32 41 53 55 56 57 60 59 51 RS2 RS3 RS4 55 I certify that the facts were obtained from my discussion with the cardholder and are accurate to the best of my knowledge Chargeback representative Date Recap of representatives attempt to resolve dispute with merchant directly Check applicable regulation for appropriate timeframes and member message fields Call Taken By Ext Date Supervisor Best Time to call Number we may reach customer back at 11 11 2015 PcardManual20151111 doc 15 PURCHASING CARD MANUAL CITY OF MADISON PURCHASING CARD RECORD PURCHASING CARD RECORD Page of Submit completed form to your Agency Purchasing Card Coordinator for approval After Agency approval send to City Accounting Office Room 406 CCB Cardholder Employee Name PRINT Card No Last 4 digits Reporting Period mm dd yy From To Purchase Vendor TB Items Purchased Cost Budget Account Charges on Date firm statement Targeted Business The above purchases on the City Purchasing Card have b
25. to Purchasing Card Administrator explaining your situation and need 11 Can Fixed Assets be charged to the credit card Fixed Assets items as identified in the Budget should not be charged to blanket orders or credit cards because of the Comptroller s Office requirement for pre approval for Fixed Assets 12 If Purchasing has issued a Blanket Contract to a vendor can the departments still use the procurement card Yes departments should use the credit card in cases where the dollar limit of the transaction does not exceed the Single Transaction Limit Any purchase above that amount should be processed through another purchasing process NOTE When doing business with i e First Supply a Pick up orders go straight to the cashier and present your City credit card Your transaction will not be invoiced because you are paying cash b If you use the blanket order proceed as you have in the past and the City will be billed 13 Should the reconciliation Purchase Record Sheets be submitted each time a purchase is made If you or Someone in your department is entering your charges more frequently then you should submit the receipts and log more frequently The transactions will be downloaded daily into Munis so you do not have a large quantity of transactions to enter at the end of the billing cycle Work with your agency card coordinator on a schedule that works for you 14 Can we use the credit card for fuel purchases The preferred
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