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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />SECTION X - PURCHASING CARD PROGRAM <br />The purpose of the Purchasing Card Program is to streamline and simplify the <br />requisitioning, purchasing and payment process for small dollar transactions. The <br />Program is designed to shorten the approval process and reduce the paperwork of <br />procurement procedures such as purchase orders, petty cash, check requests and <br />expense reimbursements. The goal of the Program is to: <br />• Reduce the cost of processing small dollar purchases; <br />• Receive faster delivery of required merchandise; <br />• Simplify the payment process. <br />CARD ISSUANCE <br />The requesting employee's manager sends an email to the Program Administrator <br />authorizing the issuance of a purchasing card. Upon receipt of the card, the Program <br />Administrator reviews the card Guidelines (Appendix H) with the employee. The <br />cardholder agrees to adhere to the Guidelines by signing the Purchasing Card User <br />Agreement. The User Agreement is filed in the employee's personnel file. The <br />cardholder is the only person entitled to use the card and the card is not to be used for <br />personal use. Use of the card for personal use or any unauthorized use may result in <br />discipline up to and including termination. <br />LIMITATIONS AND RESTRICTIONS <br />A credit limit is set on each card. There also is a single transaction limit placed on the <br />card, which means the card will be declined if the cardholder attempts to purchase <br />more than this set amount at one time. A purchase may not be split to avoid the single <br />transaction limit. The card may not be used for purchases requiring a purchase <br />requisition and purchase order. <br />The Purchasing Card Program also allows for Merchant Category blocking. The only <br />Merchant Category that is blocked is "Other" which includes gambling, casinos, bowling <br />alleys and some other entertainment. If the cardholder attempts to use the card at such <br />a merchant, the purchase will be declined. <br />All requests for changes in limitations and restrictions must be made through the <br />cardholder's manager to the Purchasing Card Administrator. <br />LOST OR STOLEN CARDS <br />