Procurement Card

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1.Cardholders must provide a detailed invoice/receipt for each transaction on their monthly statement.

       a.        If the invoice/receipt for a particular purchase is lost or unavailable, cardholders must provide a "receipt form" detailing what was purchased and have it signed by their supervisor. Under no circumstances will a "receipt form" be accepted for hotel invoices. The employee should contact the hotel to obtain a duplicate of the itemized invoice to include with the hard copy statement of items purchased.

       b.        Finance staff may follow up on receipt signatures on a random basis.

 

2.Cardholders are responsible for authorizing their monthly purchases in the Lotus Notes database and forwarding their statements to the Finance department.

       a.        For each transaction in the database, cardholders must verify and approve as a valid purchase that was made for official Wake County use.

       b.        Purchases should be charged to appropriate index and subobject codes and cardholders must change these codes in the database if different from the default codes.

       c. For any unusual or uncustomary charge or any charge in which the public purpose of the purchase is not clear, cardholders must put detailed comments in the database for that transaction.        

 

3. After obtaining supervisory approval, cardholders must send the hard copy statement and invoices/receipts to the Disbursement Services representative for their department no later than the 20th of each month for the previous month's charges. Be sure the supporting documentation is secured to the statement to prevent lost documents.

 

4.Failure to follow procurement card procedures for timely submission of documentation and online database approval could result in a revocation of an employee's procurement card privileges.