Purchasing Card (PUR-001, Rev. 4)CITY OF DELRAY BEACH
ADMINISTRATIVE POLICIES AND PROCEDURES
DEPARTMENT:
SUBJECT:
REVISION:
APPROVED BY:
PURPOSE
Purchasing
Purchasing Card
POLICY NUMBER:PUR-001
SUPERSEDES:PUR-001,Rev 3
(10/28/2021)
The purpose of this program is to accomplish the following:
•To purchase goods and services directly from vendors when each transaction does
not exceed $5,000.
•To reduce the use of petty cash.
•To ensure purchasing card purchases are in accordance with City ordinances,
policies,and procedures.
•To reduce the time spent in processing low dollar transactions.
•To ensure that the City bears no legal liability from inappropriate use of purchasing
cards.
•To provide prompt payment to vendors.
•The purchasing card is the property of the City and is to be used ONLY for City
purchases as defined in the following procedures.
The procedures provided herein are minimum standards for Departments.Departments may establish
additional controls as they see fit for their particular operations.
POLICY
The City of Delray Beach Purchasing Card (P-Card)simplifies the payment and purchase of items and
services costing $5,000 or less.The P-Card bank pays vendors directly for purchases within a short period
of time,and the City issues a payment to the bank for all City charges.The P-Card program provides an
efficient,cost-effective method of purchasing and paying for small dollar transactions.The City encourages
departments whenever possible to use P-Card for purchase of supplies,small equipment,and services
from any authorized vendor who accepts a P-Card.The City is held to a high level of accountability for its
business practices.As such,every reasonable effort must be made to ensure that funds are used in a
responsible and appropriate manner.The P-Card must be utilized within the parameters of the following
procedure.
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PROCEDURE
1.Purchasing Card Program Description:
The purchasing card program simplifies the procurement and disbursement process.Procurement
responsibility is delegated to the Department/Division enabling an authorized cardholder to place an
order directly with the vendor.When a purchase authorization is requested the purchasing card provider
validates the transactions against pre-set limits approved by the cardholder's Department Director.All
transactions are approved or declined (electronically)based on the purchasing card authorization
criteria established.The authorization criteria may be adjusted periodically as needed and may include,
but is not limited to.the following:
Single purchase limit as set by the Department Director not to exceed $5,000.
Monthly spending limit not to exceed $30.000
Number of transactions allowed per day
Number of transactions allowed per month
Approved Merchant Category Codes
The authorization process occurs through an online system that supports the Purchasing Card
processing services under the City of Delray Beach's agreement with a purchasing card provider.At
the end of each billing cycle,a Master Statement that provides a comprehensive,detailed statement of
purchases is provided to the City.Individual statements are also provided to each cardholder.The
Cardholder will verify charges,assign account codes,and provide the approved statement to Finance.
Payment will then be made to the purchasing card provider for charges incurred during the month.All
supporting documentation for the purchasing card charges will be maintained in the Finance
department.Rebates may be received by the City based on the dollar amount of purchases made.
2.Responsibilities:
The following is a summation of the responsibilities of the individuals and departments involved in the
purchasing card program.
A.Cardholder
1.Ensures the purchasing card is used for legitimate government purposes only.
2.Holds and secures purchasing card,
3.Complies with purchasing policies and procedures including ensuring purchases are to be made
from vendors who supply the item at Best Value,as determined by the Requesting Department
and with an appropriate quality level,using sound purchasing practices,and common sense.
Best Value means the highest overall value to the City based on factors that include,but are
not limited to,price,quality,design,and workmanship.
4.Orders materials and services and verifies that the goods or services match the order.
5.Collects and saves original sales receipt
6.Ensures receipt(s)identify detail of items being purchased
7.Matches sales receipts with Monthly statement and indicates their approval by signing the
statement.
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8.The employee may not utilize the City purchasing card to establish personal credit.
9.Reviews monthly statement with Purchasing Coordinator.
10.Identifies disputed charges and provides necessary information to process dispute.
11.Responsible for all purchase transactions on the assigned purchasing credit card.
12.Does not allow any other person to use their purchasing card.
13.Does not accept cash in lieu of a credit to the purchasing card account.
14.Reports a lost or stolen card immediately to bank,Department Purchasing Coordinator,and
Finance Purchasing Card Administrator.
15.Ensures that the vendor is established in the financial accounting system before authorizing
purchases.
16.Internet vendors must have business offices located within the United States.
17.Does not make any purchases from the Prohibited Items List.
18.Advises Purchasing Card Coordinator of any pending corrections for previously charged items
such as a credit for sales taxes paid.
8 .Em p loyee Superv isor
1.Requests purchasing cards for designated employees using Exhibit II attached.
2.Ensures that cardholders)will follow purchasing card guidelines.
3.Collects cards from cardholders who are no longer employed by City.
4.Reviews monthly credit card transactions and approves for payment credit card purchases for
their employees.
C .De part m ent Purchasing C oordinator
1.lndividual(s)designated by Department Director/Division Head).
2.Reviews monthly statement with cardholder.
3.Ensures that credit card transactions for each card holder statement are coded correctly and are
approved by the Department Director prior to submittal to Finance.
4.Submits Department Approval Report or prepares Monthly Purchasing Card Transmittal Form,
if needed,for cardholder's transaction(s)to Department Director for approval.
5.Verifies that transactions do not fall under prohibited items (See Prohibited Items).
6.Ensures that sales tax was not paid on transactions and any additional transaction
documentation.
7.Approval for technology purchases is included with receipts.
8.Ensures the Purchasing Card is used for legitimate government purposes only.
9.Handles errors,returned items,or disputes.
10.Forwards statement(s)with supporting receipts to the Finance Department along with any
required additional documentation within ten (10)days of receipt of the monthly statement.
11.Ensures sufficient budget exists to cover all expenditures.Prepare budget transfer form when
necessary and obtain appropriate approvals and submit to Budget.
12.Advises Purchasing Card Administrator of any pending corrections for previously charged items
such as a credit for sales taxes paid.
13.Notifies Purchasing Card Administrator of any transaction that needs to be disputed.
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D.D epart m e nt Di rector
1.Approves requests for purchasing cards for designated employees using Exhibit II attached.
2.Ensures that cardholder(s)follow purchasing card guidelines.
3.Set Cardholder spending limits within established guidelines.
4.Assigns Departmental Purchasing Coordinator.
5.Collects cards from cardholders who end employment.
6.Evaluates the need to cancel or reissue cards when employees transfer to other positions.
7.Requests termination of purchasing card and notifies Purchasing Card Administrator of cards to
be terminated.
8.Authorizes and approves payment of credit card purchases for the Department.
E.Fina nce Depa rt m e nt
1.Coordinates issuance and cancellation of purchasing cards,maintains file on each cardholder.
2.Authorizes and reviews all purchasing card requests.
3.Coordinates program policy issues.
4.Participates in ongoing program reviews.
5.Participates in resolving billing disputes.
6.Provides training to Cardholders as needed.
7.Receives monthly consolidated statement from purchasing card provider.
8.Receives approved monthly statements and receipts from cardholders.
9.Makes payment based on Department approval.
10.Processes to default Departmental account number if card holder monthly Transmittal Form
is not received within predetermined time frame.
11.Files and stores statements,receipts,etc.
12.Coordinates and maintains internal controls.
13.Conducts periodic operational and compliance audits.
14.Processes and pays the purchasing card provider and ensures that all transactions are
properly recorded in the financial system.
15.Reviews transactions and corrects account codes,if necessary,to comply with City of
Delray Beach account code structure.
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F.Purchasing Division
1.Assists Departments with purchases in excess of $5,000 and ensures compliance with City
purchasing policy in association with these purchases.
2.Provides at least annual training to Departments.
3.Participates in ongoing program reviews
4.Processes new vendor applications including W-9's.
5.Adds vendor to accounting system.
6.Establishes purchasing cards within the online office supply ordering website.
3.Procedures:
A.Assignm ent and control of the purchasing card
Requests for and issuance of purchasing cards:
1.Purchasing cards will be issued to individual employees who frequently purchase goods and
services in single purchase amounts of $5.000 or less.
2.The purchasing card is issued to an employee.The Employee name and work address is
provided to the purchasing card provider.The purchasing card provider will not have any other
employee information.
3.All requests for purchasing cards or changes to existing cardholders must be made by the
Department Director.
4.Requests for new cardholders or changes to existing cardholders must be submitted on the
"Purchasing Card Request"form to the Purchasing Division (see Exhibit II).
5.The program administrator will request a purchasing card from the purchasing card provider.
6.Once the card is received from the bank,the cardholder will be required to personally take
receipt of the card and sign the "Cardholder Agreement /Receipt"form (Exhibit I).The
cardholder will be given a copy of the purchasing card policies and procedures and an oral
review of the program.
7.The Department Director will be notified upon the issuance of the card(s).
B.Lost or stolen purchasing cards
1.If a purchasing card is lost or stolen,the cardholder must immediately notify the bank,
purchasing card administrator,and Department Director of the loss verbally and in writing.
2.The card holder will be responsible for reporting all information necessary to minimize the liability
to the City for a lost or stolen card.
C.Term ination or transfer of cardholder
1.When an employee ends their employment or is transferred to another department or division.
the Department Director shall immediately collect the purchasing card and cut it in two.The card
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will then be sent to the purchasing card administrator for destruction of the card immediately
(within two days).
2.If a cardholder transfers to a new position within a department.the Department Director who
approved the purchasing card must evaluate the need to withdraw or reissue the card based on
the appropriateness of the account number(s)associated with card and the need for a card based
on the cardholder's new position.
3.If the Department Director is unable to collect the purchasing card when an employee terminates
or transfers,the program administrator needs to be notified immediately.The program
administrator will ensure the card is immediately cancelled.
0.Internal Control
1.An annual verification will be conducted.The Department Director will receive a list of
employees from the Program Administrator who have a purchasing card.The Department
Director must supply any changes to the Program Administrator within 30 days.
2.Existing purchase orders or contracts are not to be circumvented by the use of the purchasing
card.
E.Cardholder Use Only
1.Only the employee whose name is embossed on the card may use the purchasing card.No
other person is authorized to use the card.The cardholder may purchase for other employees
within their departments.
2.All goods or services purchased must be delivered to a City of Delray Beach location.
4.Allowable Purchases:
The purchasing card is to be used for City authorized purchases only.This includes any goods or
services necessary for the day-to-day operations of the City of Delray Beach.The purchasing card is
not to be used for any personal transactions.
A.Travel and Training Charges
1.All travel and training utilizing the purchasing card for payment must comply with the City of
Delray Beach Travel Policy GA-27.
2.Utilization of the purchasing card for multiple travelers at the same training is allowed under this
policy.It will not be considered a split purchase transaction.
B.Dollar Limitations
1.The Department Director approving the assignment of a purchasing card will set two limits for
each cardholder,a single purchase limit and a 30-day limit.The maximum limit shall be $5.000
for a single purchase and an appropriate amount as determined by the Department Director
during the 30-day billing cycle,not to exceed $30,000.Requests for spending limit changes
must be initiated and authorized by the Department Director.One purchase may be made of
multiple items,but the invoice cannot exceed $5.000 or the card holder's limit if less than $5,000.
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Any requests for changes in category of items to be purchased must be initiated and authorized
by the Department Director.
5.Prohibited Uses of Purchasing Cards:
The following types of items may NOT be purchased with a purchasing card.no matter the dollar
amount:
•Cash Advances
•Merchandise from online auction sites such as eBay
•Items for personal use
•Cellular Phones
•Medical and Legal Services
•Flowers
•Capital Equipment
•Any additional goods or services specifically restricted by the Department
•Restaurant /take-out orders charges
•Tuition Reimbursement expenses (Employee must follow guidelines as set forth in Policy
GA-39).
•Any purchase that does not serve a public purpose.
•No sales tax should be paid on any purchases for goods or services within the state of
Florida.
•Split purchases are prohibited for goods or services.A split purchase is when a large
purchase is broken down into two or more smaller amounts in order to avoid getting a
purchase order or to circumvent the $5,000 single purchase limit.This will be considered
abuse of the purchasing card program and can result in suspension or cancellation of card
and for disciplinary action.
6 .Em e rge nc y Uses o f P u rc ha s ing Cards :
In the event there is a declared state of emergency such as a hurricane,the Department Directors will be
contacted to designate cardholders within the department to make any necessary purchases approved by
the Chief Financial Officer,City Manager or Chief Procurement Officer during the state of emergency.A
list of these authorized employees will be provided to the Program Administrator and card status of these
employees will be changed to the Emergency Merchant Category Group established for this purpose.The
Purchasing Card Administrator will make these changes according to the emergency declaration time
frame after which the card holders will revert back to their original limits.The reversion time may be
extended or shortened in accordance with the situation.
7.Proc ed ures fo r M akin g an d Paying fo r Purcha ses :
A .Do cum e nta tio n o f O ve r-the C o unte r-P u rc ha s es
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1.The receipt must provide an itemized list the items purchased and indicate the cost of each
item,and a total amount charged to the purchasing card.When the receipt does not provide
a clear description of the purchase.additional information must be required to describe the
purchased items.
2.The charge slip will be retained either by the cardholder or by the Purchasing Coordinator
until matched and included with a monthly statement.
3.The cardholder is responsible for making sure that the goods or services are satisfactory
and have been delivered.
B.Other Orders
1.The cardholder must confirm that the vendor agrees to charge the purchasing card when
shipment is made.
2.Invoices must provide an itemization of the purchase including all items purchased and any
shipping and handling charges.The receipt must be printed out so that the information prints
in its entirety.
3.A packing slip with no invoice information is insufficient documentation of the purchase.
4.All purchases must be made through a secure connection.
5.Provide a City of Delray Beach e-mail address for confirmation of purchase.
6.As a practice.most internet orders have sales tax applied.Users must contact the merchant
prior to the purchase taking place,to ensure tax will not be charged to the transaction.If sales
tax is still charged,the card holder will contact the merchant to have the sales tax removed
and credited back to the account.
7.Credit card numbers should not be saved or ·'remembered"on the merchant's website.
C.Missing Documentation
Missing documentation for a purchase is not acceptable.There must be some type of itemized
documentation that supports the charge.Continued incidents of missing documentation will
result in the suspension or cancellation of the employee's purchasing card.
8.Payment Procedures:
A.Payment and Invoice Procedures
1.The purchasing card provider provides a monthly consolidated statement to the Finance
Department and individual billing statements will be distributed to all cardholders.
2.AII charges will be coded on the Department/Division Approval Report or the Purchasing Card
Transmittal Form with appropriate account number.
3.The cardholder must review the statement with their Supervisor and note any errors or
disputes.Charge slips or receipts for all items listed on the statement should be attached to
the statement.The cardholder is required to sign the monthly statement and their supervisor
or Department Director.The Purchasing Coordinator and the Department Director will sign
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the Department Approval Report.The signed Report with charge slips and statement
att a che d sh ou ld be se nt to F in ance w ith in te n (10 )days of rece ipt of state m en t.
4.T he Dep art m e n t is responsible for ensuring that its cardholders comply with the Purchasing
ca rd policy an d procedures.
5.If pu rch a ses are qu estioned,the card holder or Purchasing Coordinator will be responsible for
resolvin g th e issue w ith the vend or.
6 .A ny pro hibite d purcha se s w ill be return ed fo r cre d it,or th e y m u st rem it the full am o u n t of the
charge back to th e City Th e fund s m u st be su bm itt ed to the Finance Depart m e nt w ithin 2
busin ess days w ith an explan ation and accou n t nu m b er.
7.S eriou s o r re pea ted m isuse of the purcha sing card w ill result in the revo ca tio n o f th e card.
The D ire cto r,as necessa ry w ill discip lin e em ploye es viola ting the purcha sin g ca rd po licy,up
to an d in clu d ing term ina tion.
8.Th e F in a n ce D ep art m e nt w ill perf o rm revie w s of va rio u s purcha se s alon g w ith perio d ic
operation a l and com p lia nce audits.
B.R e vie w of P urcha se s b y F in anc e D e pa rt m ent
F in a nce w ill revie w all cred it ca rd pu rcha ses for com plian ce w ith the C ity of Delray Be a ch
Pu rcha sin g C a rd po licy.The depart m ent w ill be con ta cted fo r resolution of an y erro rs or
discrep ancies.
9.Disp ute Proc ed u re s :
A dispute occu rs w h e n a ca rd h old er qu e stio ns a tran sa ctio n th at ha s be e n charged to th eir acco un t.
The fo llow in g ste ps m u st be take n to ensure pro m p t se tt le m en t.
A The ca rd ho lder o r Purch a sin g C o ord in a to r conta cts the M e rchant (vendo r)about the
tra n sa ctio n a n d pro vid e s the ne cessa ry info rm atio n to be gin the resolution pro ce ss,A N D
B The cardho lder com p le tes a D isp ute fo rm w ith in 60 days of the date the dispu ted item (s)
appe ar on th e state m ent and fo rw ards the fo rm to th e Pu rch a sin g Ca rd A d m in istrator.The
Pu rchasin g Coordina tor sh ou ld su b m it the dispute fo rm s and send a cop y to th e Pro g ram
A d m in istrator.
C.If the prob le m is re solve d be tw een the m erch an t an d th e ca rd hold er,the card h o lde r sho uld
docum en t th e reso lu tio n an d fo rw ard to the Pro gram A dm in istrator.
D W hen an account is in a dispute status,the disp u ted am ount is still incl u d ed in ca lcula tin g the
ava ilable m o n e y fo r autho riza tio n s (m o nthly lim its).At the tim e the item is pla ced in dispute ,it
is re m oved fr om all fin a nce ch a rges,la te fee s,etc.
E If the card h o ld e r is actually resp o nsible fo r the tran sactio n ,no furt he r actio n s are requ ired
excep t paym e nt of the disp u te d am oun t.If th e card ho ld e r is no t respo nsible fo r th e tra n sa ctio n,
the dispu te is se ttled fo r the ca rdholder an d th e charg e ba ck pro cess m a y be in itia te d ag ain st
the M e rch ant.
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10.Disciplinary Guidelines:
Improper or unauthorized use of the Purchasing Card:
A.Any incident of improper or unauthorized use of the Purchasing Card shall be immediately
reported to the Department Director,Program Coordinator,and Program Administrator.
B .The Pro g ram Administrator may suspend or terminate cardholder privileges for improper or
un authorized use.
C .Im p ro per or unauthorized use of the Purchasing Card will subject the employee to appropriate
disciplinary action.
D.In addition to any administrative and disciplinary action that may be taken,the employee may
be required to reimburse the City for the total amount of the improper charges.
E .Failu re to subm it report s/re ce ip ts re late d to ca rd h o lder activity w ithin the time periods specified
in these Policies and Pro ced ures constitutes im p ro per use.
F Failu re to resolve erro rs such as inade q u a te docum entation,missing receipts,and failure to
ob ta in cre dits w he n credits are due m a y re su lt in su spe n sion of credit card privileges and /or
re vo cation of th e purcha sin g ca rd.
11.S us p ens io n Po licy :
Th e S uspen sion Policy is a pro gre ssive ste p po licy an d m a y be put in to effect by a ca rd hold e r's failu re
to subm it pro pe r do cu m e nta tion to the Purchasin g Card A d m inistrator o r Purcha sing Co o rd ina to r by
the esta blished dea d lin e s or m isuse of ca rd privile ges by m a king in ap p ro p ria te purch a ses of item s o r
se rv ices no t in co m plian ce w ith this Pu rcha sin g Card Pro g ra m policy.
Firs t O ff e nse :The card ho ld er w ill re ce ive a do cum e nte d w ritte n w a rn ing fro m the Pu rchasin g C a rd
A d m in istrato r.
S eco nd Off e nse :S usp e n sio n of ca rd privile g es fo r a period of one (1)to thre e (3)m o nths.The
e ffe cted purch asin g ca rd is to be surre nd e re d to the Purch a sin g Ca rd A dm in istrator durin g th e
su spen sion perio d .
T hird O ff ense:Perm anen t re vo ca tion of ca rd privileg e s.
City of Delray Beach
Purchasing Card
Request Form
Purchasing Card Request For:
Date:
Employee [are,
Employee ID#:_
Employee Email Address
Department/Division:----------I --------------------
Please explain in the space below the business need for this purchasing card
Merchant Categories
Type of Items to be purchased Contract Svc Travel Entertainment
Place an ""in the box to the left of the desired categories Business Svc Auto Retail
Default Account Number:
Fund Department Division Activity Account
Single Purchase Limit $:30 Day Limit$:----------
I certify that I am knowledgeable about the City of Delray Beach Purchasing Card Policy,PUR-001,and
that the above request complies with all provisions set forth in the policy.I understand that failure to act
in accordance with all rules and regulations may result in disciplinary measures.
Department Purchasing Coordinator:
Department Head:
Print Name
Print Name
Signature
Signature
City of Delray Beach
Purchasing Card Program
Cardholder Agreement
I AGREE TO THE FOLLOWING REGARDING THE USE OF THE CITY OF DELRAY BEACH PURCHASING
CARD ASSIGNED TO ME FOR OFFICIAL CITY BUSINESS ONLY.
1.I understand that I am being entrusted with a powerful and valuable tool and will be
making financial commitments on behalf of the City of Delray Beach and will strive to
obtain the best value for the City.
2.I understand that under no circumstances will I use the Purchasing Card to make
personal or unauthorized purchase,either for others or myself.Willful intent to use the
Purchasing Card for personal gain or unauthorized use may result in disciplinary action
up to and including termination of employment and prosecution to the extent
permitted by law.
3.I will follow Florida law,purchasing policies of the City of Delray Beach and the
established guidelines for using the Purchasing Card.
4.I have been provide a copy of the Purchasing Card Policies and Procedures attended
training On and understand the Purchasing Card Program.I have
been given an opportunity to ask any questions to clarify my understanding of the
Purchasing Card program.
5.I agree to review and reconcile transactions timely.I agree to submit receipts and
statements in the manner proscribed in the Purchasing Card Policy and Procedures.
6.I agree that should I violate the terms of this Agreement,my card privileges may be
revoked,and/or I will be subject to disciplinary action up to and including termination of
employment and that I will reimburse the City of Delray Beach for all incurred charges
and any costs related to the collection of such charges.Additionally,any such charges
that I owe the City may be deducted from any money which would otherwise be due
and owing to me,including salary or wages.
7.I will surrender the purchasing card issued to me upon the demand of the City.Prior to
leaving employment with the city I will surrender the card and reconcile the account.
Any non-authorized expenditures will be deducted from wages,upon the surrender of
the card.
8.I certify that I have received Bank of America Visa Purchasing Card
#------------
Cardholder Name (Print)Date Cardholder Signature
Program Administrator Signature Date