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HomeMy WebLinkAbout04-066RESOLUTION NO. 04-66 A RESOLUTION AMENDING THE ST. LUCIE COUNTY MANUAL OF PURCHASING REGULATIONS BY AMENDING PARAGRAPH 5.b. and 5.c. OF SECTION 4.6 (PROCEDURES FOR MAKING AND PAYING FOR PURCHASES)~ AND AMENDING PARAGRAPH 2 and 6 OF SECTION 4.10 (TRAVEL CARDS) IN ORDER TO EXPEDITE THE PAYMENT PROCESS FOR THE PURCHASING CARDS WHEREAS, the Board of County Commissioners of St. Lucie County, Florida, has made the following determinations: 1. On October 7, 1985, the Board of County Commissioners for St. Lucie County (the "Board") adopted Resolution No. 85-212 which established the purchasin9 regulations and procedures for St. Lucie County, Florida, as set forth in the St. Lucie County Manual of Purchasing Regulations and Procedures (the "Purchasing Manual") and since that date the Purchasing Manual has been amended from time to time, most recently by Resolution No. 03-253. 2. In order to expedite the payment process for the Purchasing Cards, if is necessary to amend the Purchasing Manual by amending Section 4.6 (Procedures for Making and Paying for Purchases, and also by amending Section 4.10 (Travel Cards) of the Purchasing Manual. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of St. Lucie County, Florida: 1. The St. Lucie County Manual of Purchasing Regulations and Procedures is hereby amended as shown in the attached Exhibit "A". 2. This resolution shall become effective upon adoption. After motion and second the vote on this resolution was as follows: CHAIRMAN PAULA A. LEWIS AYE VICE CHAIRMAN JOHN D. BRUHN AYE COMMISSIONER FRANNIE HUTCHINSON AYE COMMISSIONER DOUG COWARD AYE COMMISSIONER CLIFF BARNES AYE PASSED AND DULY ADOPTED this 24th day of February, 2004. ATTEST: BOARD OF COUNTY COMMISSIONERS ST. LUClE COUNTY, FLORIDA / /,/~/ :.9 ' . ~. ¥~h;."'-.., ,, , '~ ' DEITY CLERK ~..:: r:....-,..~:~ X'~;':- CHAIRM~, "~."f ,'~,, ~'~,.,. ,',, .. q::.',~'~. AvPRuVED AS TO LEGAL FORM AND 'C~RRECTNESS: C/OUNTY A~Y EXHIBIT "A" SECTION 4.6 PROCEDURES FOR MAKING AND PAYING FOR PURCHASES 5. PAYMENT AND INVOICE PROCEDURES The Purchasing Card company will mail one consolidated statement for all Cardholders to the Purchasing Department. This Statement of Account will list all transactions processed during the previous billing cycle (usually 30 days.) (Each individual Cardholder will receive their statement directly from Bank of America and/or electronically from the Purchasing Department). If no purchases were made on the Purchasing Card during the billing cycle, no Statement of Account will be generated unless adjustments for previously billed transactions have been processed during that cycle. The Cardholder must review the statement and note any errors or disputes. Account numbers for each item (or account numbers and total dollar amounts for groups of items) should be written on the transmittal form to be attached to the statement. The statement will then be reviewed and signed by the cardholder. By signing the statement, the cardholder is certifying that all charges are appropriate and authorized County purchases --'" ~'-* -" -~' .............. '~ by ~,.~1 I~1 II I~1 ~,~111 ~.,I I~,~1 ~:::~,.~ ~,~11 ~ ~,..11 ',.~ v ~,.J ,~,,~,..,,~,~ ,~.~,F,s. The statement will then be reviewed and signed by the Department Purchasing Card Representative and/or Department Head. Once the department representative has reviewed and signed all statements for which they are responsible for, the statements and the transmittal with siqnatures will be e~e forwarded to the Purc,hasing Finance Department within five working days after receipt. Card charge slips/receipts for all items listed on the statement shall be -**--~--" *^ *~'~ * ..... :**-' ~^--- ~, ,,~., ,~,~ ,,-, ,, ,~ ,,,~, ,~,, ,,, ,,~, ,~,,,, ,. retained in the department for auditing purposes. Auditing will be at the discretion of Purchasinq, Finance, or the County Auditors. Co The Finance Department will ensure that the Purchasing Card charges are paid timely and that the consolidated statement received is reconciled against the individual cardholder statements forwarded from the department. Department Directors, Purchasing and Purchasing Card Administrator will be notified when individual statements are not received in the allotted time. Continued failure to meet the five work day deadlines may result in the revocation of Purchasing Cards at the discretion of the Purchasing Director_. and/or ,~inance If the statement is not received in the Finance Department within the five days, then Finance will pay the statement and charge any transactions to the card's default account number. A late transaction processing charge may be added to late submittals. SECTION 4.10 TRAVEL CARDS The St. Lucie County Travel Regulations apply to all travel related transactions. The Travel Regulations reporting requirements are in ADDITION to the Purchasing card requirements. The Travel Expense Request shall be submitted and approved prior to travel. A Copy The Oriqinal of the A,_._ ~., ,~,~e receipt(s) shall be submitted with the completed Travel Reimbursement Form. ~ A copy of the travel charge receipt shall be maintained in the Cardholder's or Card Representative's office for verification against the monthly statement, ~ a copy of the receipt must be with the card holders monthly statement if they used their purchasing card to pay for their travel (i.e., hotel/motel rooms gas, rental car, or airline tickets etc.) and for archive purposes. Also a copy of their travel receipts should be kept with their travel forms filed and kept in their department. The completed Travel Reimbursement Form Iwith original receipts attached) shall be submitted to the Finance Department within five (5) days after completing the trip. Payments will be made to Bank of America by Finance on the regular monthly cycle for all Purchasing Card transactions regardless of when the Travel Expense Request Form is received in the Finance Department. (i.e., know your monthly limit and how much is charged against it.) Employees that have Travel authorized Purchasing Cards are NOT eligible for advanced travel payments.