Each department/organization will have an Account Manager. Normally, this would be a secretary or office manager but any employee within the department can perform this function. This person is required to insure that each cardholder within their department submits in a timely manner their statements and all documentation for each transaction made. They must strongly encourage those cardholders to provide the documentation and report to the Purchasing Office in the event of any violations. Once the statements are received with all the accompanied documentation, the manager must present them to the departmental supervisor for review and approval. The supervisor must, either on each statement or in some other fashion, sign off on each transaction made. Once the statements have been approved, they must be filed in an accessible location for a period of not less than 7 years.
The Purchasing Office will conduct an annual “Program Review” where they will visit each department to review certain transactions and discuss other issues. The Account Manager will be required to provide all documentation for these reviews. In the event that certain documentation may be missing, the Purchasing Office will take aggressive measures to assist the Account Manager to obtain. If that does not resolve the issue, the departmental Purchasing Card capability will be eliminated. Additionally, from time to time, random audits will be conducted where a cardholder will be requested to provide documentation on a specific transaction.
Expenditure Transfers – Each Purchasing Card may only have one departmental account number assigned. If a transaction is made where the purchase should come from another account, please contact either the Purchasing or Accounting Office for assistance.
Also See – Purchasing Card Guide