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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />The Purchasing Card should be kept in a secure location accessible only to the <br />cardholder. If the Purchasing Card is lost or stolen, notify the Program Administrator <br />immediately at 303 - 335 -4507 or the bank at 800 - 819 -4249 during non - business hours. <br />RECONCILEMENT AND PAYMENT <br />All transactions processed during the month will be included on a monthly statement of <br />account for each cardholder. Monthly statements will be distributed by the Program <br />Administrator to each department. Cardholders are responsible for reviewing the <br />monthly statement for accuracy, providing a brief description and account number, and <br />attaching a receipt for each transaction on the statement. The statement must be <br />approved by the cardholder's departmental manager and submitted (with receipts) to <br />the Program Administrator within 5 business days. The Program Administrator will audit <br />the receipts with the statement and initiate payment. <br />DISPUTED OR FRAUDULENT CHARGES <br />If there is a discrepancy between the employee's records and the statement, the issue <br />shall be addressed immediately. Depending on the type of discrepancy, the cardholder <br />will need to contact either the merchant or the Program Administrator to resolve the <br />disputed transaction. <br />If the cardholder believes the merchant has charged the account incorrectly or there is <br />an outstanding quality or service issue, the first contact shall be with the merchant to <br />try to resolve the error or problem. If the matter is resolved directly with the merchant, <br />and the error involved an overcharge, a credit adjustment should be requested to <br />appear on the next statement. <br />If the merchant disagrees that an adjustment is necessary, the cardholder should <br />immediately contact the Program Administrator who will work with the Purchasing Card <br />provider to resolve the dispute. <br />Any fraudulent charge, i.e., a charge appearing that was not authorized, must be <br />reported immediately to the Program Administrator. Prompt reporting of any such <br />charge will help to prevent the City from being held responsible. <br />SALES AND USE TAX <br />The City of Louisville is tax exempt. The sales tax exemption number is printed on the <br />front of the card. If an employee happens to pay tax on a purchase, that employee will <br />be responsible to have the sales tax reversed or reimburse the City of Louisville for the <br />taxes paid. Under very limited, specific circumstances this policy may be waived by the <br />Finance Director. <br />LOSS OF PRIVILEGES <br />