In order to expedite the purchase and accounting of low cost and frequently needed items, the District issues procurement cards to employees whenever there is sufficient benefit to the District. An application for a District procurement card may be approved by the Chancellor, College President, or Director of Business Services.
1) Every cardholder shall be a full-time permanent employee of the Foothill-De Anza community College District, and shall agree to all terms and conditions established for the issuance of a District procurement card.
2) Every cardholder shall sign their card in the presence of a designated District issuer immediately upon taking possession of the card.
3) The cardholder shall be personally liable for inappropriate charges and shall be personally responsible for the settlement of any dispute on any purchase with a vendor.
4) The procurement card may be revoked for the following reasons:
- The card is used for personal or unauthorized purposes.
- The card is used to purchase alcoholic beverages or any substance, material, or service which violates policy, law, or regulation pertaining to the District.
- The cardholder allows the card to be used by another individual
- The cardholder splits a purchase to circumvent a purchase limit assigned to the card.
- The cardholder uses another cardholder's card to circumvent a purchase limit assigned to either cardholder.
- The cardholder accepts a personal gratuity from a vendor.
- The cardholder uses the card to purchase gratuities and gifts.
- The cardholder fails to provide the Director of Business Services
- with information about any specific purchase.
- The cardholder fails to provide documentation confirming that charges are approved within thirty days of a billing cycle.
- The cardholder fails to provide accounting with expense transfer documentation that may be necessary to record a purchase appropriately.
- The cardholder does not adhere to any of the procurement card policy and procedures
5) The procurement card is the property of the bank, and it may atone time revoke card privileges under the provisions of its policies and procedures.
6) Each procurement card will be assigned specific purchase limits and restrictions. Cardholders shall adhere to these limits and restrictions.
7)The cardholder is personally responsible for guaranteeing that all charges are for appropriate District expenses, that purchases are within budget limits, and that the purchase does not Violate any other law, regulation, or policy of the Board of Trustees. Neither the Bank nor the District assume responsibility for non-District purchases. The cardholder shall be liable to the District and to the Bank for any non-District purchase.
8) The cardholder shall immediately notify the Director of Business Services if the procurement card is lost, stolen, or in the possession of an unauthorized person. A written follow-up, including pertinent information on the cause of the procurement card loss or use by an unauthorized person, shall be forwarded to the Director of Business Services in a timely mariner.
9) Every cardholder shall take reasonable precautions with the procurement card. These include, but are not limited to, the following:
- Keep the card in view after you give it to a clerk. Get it back promptly after they have imprinted it.
- Avoid signing a blank receipt. Draw a line through blank spaces above the total when you sign.
- Destroy all carbons and voided (when a mistake was made)receipts. If the clerk has to keep a voided receipt for the store's accounting system, be sure to get a copy.
- Save all procurement card receipts. Upon receiving your monthly accounting report check your receipts and payments against the statement.
- Immediately report in writing any questionable charges to the Director of Business Services.
- Never lend your card to anyone.
- Never leave your card, receipts, or carbons where anyone can pick them up.
- Never put a card number on a postcard or on the outside of an envelope.
- Never give your card number over the phone unless you are dealing with a company you are sure is legitimate.
- Whenever possible use those vendors identified by the purchasing department.
10) Payment for charges made against the procurement card shall be processed as follows:
- When the statements are transmitted or otherwise received by the District, the charges against each card shall be charged to that card's designated budget account.
- Statements shall be forwarded to a designated administrator at each Collage or Central Services for review and local processing.
- The designated administrator shall arrange for to confirm each and every purchase as to amount and purpose.
- Confirmation shall be evidenced b the responsible manager's initials and date of approval.
- A copy of the bank statements with confirmation initials shall be assembled and returned as a complete group to the Director of Business Services within thirty days. If an account other than the designated account for each card
- should be charged, a completed expense transfer form Shall be returned along with tile confirmations.
- period of two years for audit purposes, and shall be provided to the Director of Business Services upon request.
11) All charges on the bank statement will be passed on to the designated cardholder account, including any transaction or annual fees.
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