DDii v v iissiioonnooffPPrrooccuurreemmeenntt

Purchasing CardUsers Guide

FFeebbrruuaarr y y 22000077

MMoonnttggoommeerryyCCoouunnttyyPPuubblliiccSScchhoooollss DDeepp a arrttmmeennttooffMM a atteerrii a allssMM a ann a aggeemmeenntt DDiivviissiioonnooffPPrrooccuurreemmeenntt 885500HHuunnggeerrffoorrddDDrriivvee,,SSuuiittee116622 RRoocck k vviillllee,,MM a arryyll a anndd2200885500 330011--227799--33555555

11..00PPuurrppoossee,,EExxcclluussiioonnss,,aannddDDeef f iinniittiioonnss Purpose

The Montgomery County Public School (MCPS) Purchasing Card Program has been established tostreamline the process for making low dollar purchases that are necessary to MCPS operations.

Exclusions

The following materials and services shall be excluded from the Purchasing Card Program unlessotherwise noted:a) Transactions greater than pre-established dollar limits.b) Travel and entertainment expenses, including, restaurants and accommodations.c) Gas and oil, including car rental.d) Personal expenses.e) Transactions resulting in "insufficient funds".f) Cash access.Any questions regarding the above should be directed to your supervisor for clarification

.DefinitionsProgram Administrator:

The Program Administrator serves as the liaison for Cardmembers and as point of contact for AmericanExpress for initial account set-up and ongoing account management.

Assistant Program Administrator:

The Assistant Program Administrator serves as back up to the Program Administrator.

Approving Official:

The Approving Official is a person in authority who will be responsible for the card activities of acertain number of subordinate Cardmembers.

Cardmember:

The Cardmember is the employee to whom the card is issued. The card bears the employee's name andmay only be used by the named employee to make authorized purchases for MCPS.

Card-Provider:

American Express issues the purchasing cards.

1.1 Roles and Responsibilities1.1.1 The Cardmember

Acknowledges

that the Purchasing Card is the property of MCPS and should only beused for official, business purposes.b)

Accepts

responsibilities under the MCPS Purchasing Card Program and agrees tocomply with the requirements set forth in this User Guide by signing the

“

MCPS PURCHASING CARD AGREEMENT”

Does not give

the card number to any other individual to place orders with a supplier.The Purchasing Card is a charge card and must be used in such a manner that insuresthe security and safekeeping of the Purchasing Card. The Purchasing Card is non-transferable. Allowing anyone else to use the card will result in termination of cardprivileges. The Cardmember must be the person placing the order with the supplier.d)

Notifies American Express immediately of any lost or stolen purchasing cards

and advises his/her Approving Official and the Program Administrator of thesituation. Notification is required to release MCPS from liability for charges incurredby someone other than the Cardmember.e)

Advises the supplier

at the time of transaction of the following:1. The shipping address, including the name, and phone number of the person towhom the material is to be delivered.2. The MCPS school, division, or department that should be entered at the time of purchase or ordering.3. The tax-exempt status of MCPS (i.e., no sales tax).f)

Accounts for the goods received

by obtaining a receipt and/or a packing list at thepoint of receiving goods and verifies that the materials and/or services received arewhat was ordered.g)

Treats returns and credits of goods as separate

transactions, that they are not to behandled as exchanges or combined with other purchases, and DOES NOT ACCEPTCASH REFUNDS.h)

Reviews statements each month

for accuracy and gives statements with logs andinvoices/receipts to the Approving Official to be retained by the Approving Officialfor future reference and audit. (Click hereto review, MCPS Form 234-21,

PurchasingCard: Cardmember Transaction Log

)i)

Notifies an American Express

Customer Service representative of any billingdiscrepancies posted on the Monthly Reconciliation Statement that cannot be resolvedwith the supplier. American Express will place these charges in dispute until they areresolved. j)

Contacts

the Program Administrator (or Assistant Program Administrator) forassistance in informing suppliers who are not currently Purchasing Card suppliers of the advantage of accepting the purchasing card from MCPS.

1.1.2 Approving Official

a) In collaboration with the Program Administrator, establishes appropriate guidelinesand procedures for use of the Purchasing Card, consistent with the requirements setforth in this guide, and the policies and procedures of the MCPS school, department,division, or office, including setting transaction and monthly limits for eachsubordinate Cardmember.b) Reviews and signs the monthly summary report within fourteen (14) calendar days of receipt, which lists all the individual Cardmember monthly transactions for policycompliance, to ensure purchases are made in accordance with MCPS purchasingpolicy.c) Approves and retains all documentation for a period of five (5) fiscal years, for futurereference and audit, the Cardmember monthly statements and transaction logs.