City of Culver City, California
Agenda Item Report
Meeting Date: 5/13/2013 Item Number: C-6C
CITY COUNCIL AGENDA ITEM: Adoption of a Resolution (1) Amending City
Council Policy Statement No. 4209 Entitled “Purchasing Cards,” to Update the
Guidelines and Controls for the Use of City Issued Purchasing Cards and (2)
Rescinding Resolution No. 2007-R071.
Contact Person/Dept.: Nick Kimball,
Finance Department
Phone Number: 310-253-6013
Fiscal Impact: Yes [] No [X] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (Email) Agenda and Meetings – City Council (05/07/13)
Department Approval:
Jeff Muir (05/02/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (05/07/13)
Chief Financial Officer Approval:
Jeff Muir (05/07/13)
City Manager Approval:
John M. Nachbar (05/07/13)
RECOMMENDATION:
Staff recommends the City Council adopt a resolution (1) amending City Council
Policy Statement No. 4209 entitled “Purchasing Cards” to update the guidelines and
controls for the use of City issued Purchasing Cards, and (2) rescinding Resolution
2007-R071.
BACKGROUND:
The City issues Purchasing Cards to responsible staff to reduce total transaction
costs by streamlining the business process for certain types of purchases.
Purchasing Cards differ from traditional credit cards in that there are a number of
controls built-in to the purchasing card, including, but not limited to, restricting
purchases by Merchant Category Code and setting single purchase and monthly
credit limits per card.
Various City Council policies regulating the issuance, use, and management of
Purchasing Cards have been established and amended over the years. In 1995, the
City Council adopted City Council Policy No. 4205 – Credit Card Usage. In 2002,
City Council Policy No. 4205 was rescinded and combined with City Council Policy
No. 4209 – Purchasing Cards, which was subsequently amended in 2007.
DISCUSSION:
In January 2012, the City began transitioning from the Bank of America program to
the CAL-Card program. The CAL-Card program is available to all government City of Culver City, California
Agenda Item Report
agencies in California at no cost through a Master Services Agreement between the
State Department of General Services and US Bank. The CAL-Card program has a
number of advantages, including:
• No annual card fee.
• Accepted wherever Visa is accepted.
• No minimum card count or spend requirements.
• Rebates: Prompt Payment, Volume Sales, and Average Transaction Rebates that
are calculated and paid quarterly.
• A City staff member acts as Program Administrator to manage credit limits, run
reports, manage card restrictions and issue new cards using US Bank Access
Online, in real time, 24/7.
• Cardholders get a unique username and password to Access Online to review their
purchases and assign account codes (using the City’s account structure) for each
purchase.
• Online P-card statement approval by managers can be accommodated.
• City’s name and seal/logo are embossed on each CAL-Card at no cost.
With the transition to the CAL-Card program now complete, the policies and
procedures in City Council Policy No. 4209 - Purchasing Cards need to be updated.
The updated Policy maintains the same restrictions related to allowable and non-
allowable purchases, single purchase and monthly credit limits, and keeps adequate
oversight and controls in place. The revised Policy has a slightly different layout to
improve the flow of the document and some of the procedures, particularly related to
the submittal of Activity Statements, have been amended to reflect the online
management capabilities of the CAL-Card program.
FISCAL ANALYSIS:
There is no cost associated with amending City Council Policy No. 4209 –
Purchasing Cards. Since the inception of the CAL-Card program in January 2012
(with full citywide implementation completed in June 2012), the City has earned
$3,170 in rebates.
ATTACHMENTS:
1. Proposed Resolution (including revised Policy No. 4209)
2. Current City Council Policy No. 4209
MOTION:
That the City Council:
City of Culver City, California
Agenda Item Report
Adopt a resolution (1) amending City Council Policy Statement No. 4209 entitled
“Purchasing Cards,” to update the guidelines and controls for the use of City
issued Purchasing Cards and (2) rescinding Resolution 2007-R071.
MEETING DATE: 5/13/13
AGENDA ITEM: Adoption of a Resolution Amending City Council Policy Statement
No. 4209 Entitled “Purchasing Cards,” to Update the Guidelines and
Controls for the Use of City Issued Purchasing Cards and
Rescinding Resolution No. 2007-R071.
ATTACHMENTS
Pages
1. Proposed Resolution (including revised Policy No. 4209) 1 – 18
2. Current City Council Policy No. 4209 19 - 39
RESOLUTION NO. 2013-R
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CULVER CITY, CALIFORNIA, ADOPTING COUNCIL
POLICY STATEMENT NO. 4209 AS AMENDED TO
MODIFY THE PROCEDURES RELATING TO
PURCHASING CARDS AND RESCINDING
RESOLUTION NO. 2007-R071.
WHEREAS, at the City Council meeting of December 9, 1996, the City
Council, by Resolution No. 96-R121, approved and adopted Council Policy Statement
No. 4209 relating to Purchasing Cards; and
WHEREAS, at the City Council meetings of March 25, 2002,
November 7, 2005 and December 10, 2007, the City Council, by Resolution Nos. 2002-
R028, 2005-R073 and 2007-R071, respectively, approved and adopted amendments to
Council Policy Statement No. 4209 relating to Purchasing Cards; and
WHEREAS, the City Council desires to modify the procedures related to
Purchasing Cards as set forth in Council Policy Statement No. 4209.
NOW, THEREFORE, the City Council of the City of Culver City, California,
DOES HEREBY RESOLVE, as follows:
SECTION 1. The City Council hereby amends City Council Policy
Statement No. 4209, modifying the procedures related to Purchasing Cards, which
amended policy is attached hereto as Exhibit "A" and incorporated herein by reference.
SECTION 2. Resolution MI 2007-R071 is hereby rescinded.
/I
25
26
III
27
II
28
I
2
3
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
-1 9 ATTEST:
10
11 MARTIN COLE
12 City Clerk
A13-00240
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
I
SECTION 3. The effective date of the amended Council Policy Statement
2 No. 4209 is the date of adoption of this Resolution.
3
4
APPROVED and ADOPTED this day of
, 2013.
5
6
7
JEFFREY COOPER, Mayor
City of Culver City, California
8
-2- 1 | Page
CITY OF CULVER CITY
COUNCIL POLICY STATEMENT
General Subject: Purchasing and Procurement
Specific Subject: Purchasing Cards
Policy Number 4209
Date Issued: 05/13/2013
Effective Date: 05/13/2013
Resolution No.: 2013-R___
PURPOSE:
To provide general guidelines and procedures for the issuance and use of a City
Purchasing Card.
POLICY:
The City of Culver City has established a Purchasing Card (PCard) program intended to
reduce total transaction costs by streamlining business processes for certain types of
purchases, and thereby increasing operational efficiency.
A clear and well-defined PCard Policy facilitates the effective management of the PCard
program, which provides the following benefits:
? Faster delivery of certain low value items resulting in fewer warrant requests,
Purchase Orders and usage of petty cash.
? Oversight of purchases by Department Heads and Division Managers.
? Built in controls (e.g. the ability to control specific categories of purchases using
Merchant Category Codes), as well as single transaction and monthly credit limits
per Card.
? Purchasing staff can analyze monthly reports to identify repetitive purchases for
possible consolidation into volume pricing agreements and/or contracts.
? Reduces the number of warrants and Purchase Orders that are generated, thereby
reducing staff time and lowers transactional expenses.
BACKGROUND:
To promote operational efficiency, the Purchasing Division of the Finance Department
oversees the City’s PCard program. The City participates in the CAL-Card program
offered through a Master Services Agreement between the state Department of General
Services and US Bank.
32 | Page
A number of unique controls have been developed for the CAL-Card program that do
not typically exist for traditional credit cards. These controls ensure that the card can be
used only for specific purchases and within specific dollar limits. In addition, verification
of all purchases is required by each cardholder, with approval performed by the
appropriate Department Head or their designee (herein referred to as an Approving
Official) before the statement is submitted to Accounting for review and posting to the
General Ledger. The cardholder is responsible for all use of the card and for
compliance with this policy.
DEFINITIONS:
AccessOnline – Online access to the City’s Purchasing Card program. Program
Administrators can change limits, run reports, manage card restrictions and issue new
cards. Each user gets a unique username and password to access their p-card activity
to review purchases and assign account codes.
Approving Official – The Approving Official is the Department Head or designee. The
Approving Official is a critical checkpoint for internal control purposes. The Approving
Official reviews the monthly Activity Statements and all purchases to verify they are
necessary and for official City purposes only.
Activity Statement – Monthly statement of transactions that identifies the transaction
date, merchant name and location, transaction total, Org/Object code to charge the
transaction to, and the business purpose for the transaction. Activity Statements are
completed online through AccessOnline, printed, signed by the appropriate officials, and
submitted to Accounting for review and posting to the General Ledger.
CAL-Card – State-wide purchasing card program offered through a Master Services
Agreement between the state Department of General Services and US Bank.
Participation in this program offers controls unique to government agencies, such as the
ability to place restrictions on purchases based on Merchant Category Codes.
Cardholder – The City employee whose name is on the Purchasing Card. The
cardholder is authorized to make purchases of commodities in accordance with this
policy on behalf of their department. The cardholder should be familiar with city
procurement policies and procedures. The cardholder reconciles his/her monthly
Activity Statement and forwards it along with all receipts to the Approving Official.
Purchasing Card - A City issued and controlled credit card administered by the City’s
Purchasing Division.
Purchasing Card Bank - The bank that issues the purchasing card. The current
Purchasing Card Bank is US Bank.
43 | Page
Purchasing Card Coordinator – A staff member assigned by each Department Head
who is responsible for assuring that all approvals, documentation/ receipts and
statements are consolidated and forwarded to Accounting by the due date each month.
Statement of Activity – See Activity Statement.
PROCEDURES:
Initial Request for a PCard
Requests for staff to participate in the PCard program shall be submitted by the
Department Head to the City Manager or designee, by completing an Initial Application
for CAL-Card Purchasing Card form (see Attachment 2). When completing the
Application, the applicant will be classified as either an Executive User or a
Departmental User. Executive Users will be limited to those positions classified as
Executive Management and may include other users as approved by the City Manager.
Executive Users will have the following limits:
Executive Users (City Manager and Department Heads)
? Single Purchase Limit: Not to exceed $5,000
? 30-day Limit: Not to exceed $20,000
All other Cardholders will be considered Departmental Users with the following limits:
Departmental Users (City Staff other than City Manager and Department Heads)
? Single Purchase Limit: Not to exceed $500
? 30-day Limit: Not to exceed $15,000
Both the Department Head and the City Manager or designee, must sign the
Application. The approved Application will then be sent to the Purchasing Division
Manager who will submit the request to the Bank. The Cardholder will receive a unique
PCard with their name and the City seal embossed on it.
Issuance of a PCard
Once PCard will be received by the Purchasing Division Manager, it will be forwarded
on to the appropriate Purchasing Card Coordinator (Coordinator). The Coordinator is
responsible for ensuring that the Cardholder receives their PCard and the related
materials. It is mandatory that Cardholders read this Policy and sign a City Purchasing
Card Agreement (See Attachment 3) prior to using the card. The original signed
Agreement shall be returned to the Purchasing Division Manager for final approval. The
original Agreement will be placed in the employee’s personnel file and the Purchasing
Division will retain a copy. It is recommended that the employee and/or department
also keep a copy of the Agreement for his/her records.
54 | Page
Activating and Using the PCard
Before using the card, the Cardholder must activate the new card by following the
instructions on the front of the card. The Cardholder should also register on
AccessOnline so they can start using the functionality available through online access to
their PCard account. Instructions for registering on AccessOnline are included as
Attachment 4 to this Policy.
The PCard is intended for low value purchases (generally under $500.00 for the total
order including sales tax and shipping) that meet the requirements for approved
purchases per the Allowable and Non-Allowable Chart (see Attachment 1). The PCard
may also be used as a business expense/travel card for staff members who have a
business need for travel (generally management staff).
The card has been designed to avoid confusing it with personal credit cards and must
not be used for personal purchases. The named cardholder is the only person allowed
to use the card.
The following conditions must be met when using the PCard:
1. Cardholders must ensure that there are sufficient funds in their budget prior to
making any purchases.
2. Each single purchase may be comprised of multiple items, but the total, including
tax and shipping, cannot exceed the single purchase dollar limit on the PCard; or
exceed the cumulative maximum expenditure limit for the month. If either of
these limits is exceeded, the transaction will be declined at the time of attempted
purchase by the Bank.
3. Purchases must not be split to circumvent single purchase limit restrictions.
Doing so may result in disciplinary action and/or loss of card use.
4. Cardholders must obtain a detailed, itemized receipt for all purchases, including
sales tax where applicable. For all purchases, the itemized detail receipt is
required, rather than the receipt showing only the total.
5. Sales tax must be paid for all taxable purchases. In the event that the receipt
shows that tax was not charged, then the Cardholder should flag the line item on
the Monthly Activity Statement, so the Accounting Division can charge your
budget for the appropriate use tax and remit the use tax to the state, as required
by law.
6. In addition to these general procedures, Cardholders must follow their respective
department's procedures when making a purchase. Neither the Purchasing
Division nor the Accounting Division will be responsible for monitoring
compliance with individual department procedures.
65 | Page
When placing a telephone, fax or mail order, the Cardholder shall:
? Provide the merchant with the name, card number and expiration date.
? Instruct the merchant where to deliver the item, if applicable.
? Request that a packing slip or receipt be sent with each order that includes the
Cardholder name, line item price(s), tax and shipping costs, if applicable.
? Include receipt document with the Activity Statement for reconciliation purposes.
When making a purchase in person, the Cardholder shall keep a copy of the sales
receipt to submit with the Activity Statement. Before signing the sales receipt, verify
that the dollar amount is correct and that sales tax has been included. If a sales receipt
only shows a total amount without a specified sales tax, the employee will be required to
tag the item because the City is legally required to pay sales and use tax. If sales tax is
NOT paid as a part of the invoice, the Accounting Division will be required to remit the
sales and use tax payment to the State Board of Equalization. This amount will be
charged against your budget.
Cardholders must comply with this policy when using the PCard, as well as City’s
General Purchasing Policy (Administrative Policy 2011-AP001). The Purchasing Card is
NOT to be used to circumvent the City’s Purchasing Policy. The Purchasing Division
Manager should be contacted with any questions concerning purchasing-related
policies and procedures. Budget or Accounting questions should be forwarded to those
respective areas.
Card Restrictions
The PCard shall NOT be used for the following (See Attachment 1 for additional
details):
? A purchase, including tax and shipping, which exceeds that Cardholder’s single
purchase limit or monthly limit;
? The purchase of items available in the City's Central Stores Warehouse;
? The purchase of items that have been identified as requiring special approval
(e.g. educational reimbursement expenses);
? Computer hardware (including tablets), software, and accessories , unless prior
authorization has been received from the CIO and Purchasing Division Manager;
? Purchase of personal items;
? Purchase of services;
? Chemicals or other hazardous materials;
? Purchase of items for resale;
? On-line auction purchases (e.g., eBay, etc.);
? Cash advances through bank tellers or teller machines;
76 | Page
? Any product or service normally considered as an inappropriate use of City
funds;
? Cash or Gift Cards; and
? Categories of certain goods and services as provided in Attachment 1, “Allowable
and Non –Allowable Chart”.
Emergency Purchases:
In the event of an emergency where a purchase needs to be made that is either
restricted or beyond the dollar limit set by this policy, the card holder must obtain
approval from the City Manager or designee/or Department Head prior to making the
purchase. The City Manager or designee/or Department Head will send a request to
allow the purchase or temporarily increase the dollar limit for a particular card holder to
the Purchasing Division Manager.
Requesting a Temporary Credit Limit Increase
A temporary credit increase may be granted by submitting a request via email to the
Purchasing Division Manager. A temporary increase for a one-time purchase may be
granted for any “Allowable” purchase. The Purchasing Division Manager reserves the
right to reject a temporary credit increase request and require the submittal of a
requisition when it is in the best interest of the City.
Submittal of Activity Statements
At the close of each billing cycle (typically the 25
th
of each month, unless the 25
th
falls
on a weekend), each cardholder or designated Purchasing Card Coordinator will log on
to AccessOnline to complete their Activity Statement and submit it to their Approving
Official for review and approval (See Attachment 5 for more detail). If the Cardholder
has purchased an item on or close to the date the billing cycle closes, the purchase may
not be listed until the following billing cycle. The Cardholder must keep their receipt(s)
until the close of the next billing cycle and submit the receipt with the Activity Statement
that includes the charge.
The Statement will itemize each transaction that was charged to the Cardholder's PCard
account. Upon logging in to AccessOnline, the Cardholder is to follow the Purchasing
Card: Online Account Management Procedures included as Attachment 5.
If the Cardholder has returned an item to the merchant, the Cardholder is to include the
credit voucher or credit receipt with the Activity Statement on which the credit appears.
If the Cardholder does not have a receipt or packing slip for a purchase, they are to
make reasonable efforts to obtain a duplicate copy from the vendor. If this is not
possible, the cardholder must submit a signed memo directed to the Accounting
Division, with a CC to the Purchasing Division Manager, identifying the purchase date,
merchant name and location, amount charged, and the business use for the item
87 | Page
purchased. The memo shall also explain why the receipt is not available with the
signature of Cardholder indicating that Cardholder attests that the memo is a true
statement and a signature by the Department Head or designee indicating approval of
the purchase.
If the Cardholder will not be available to sign the Activity Statement because of leave or
travel, the Cardholder is to forward, in advance of due date, all signed and approved
charge receipts and credit vouchers to the appropriate Department Head or designee.
The Department Head or designee will approve, sign and forward the Activity Statement
to the Accounting Division. If the cardholder is absent, the department is responsible for
forwarding the approved monthly statement to the Accounting Division. Any
discrepancies would be handled in the department when the employee returns, not later
than the next Purchasing Card billing cycle.
Disputed Transactions
It is the Cardholder’s responsibility to try to resolve disputed items with the merchant.
The Cardholder must also notify the Bank, the Purchasing Manager and the Accounting
Division when an item is in dispute. To dispute a charge, the cardholder or Purchasing
Card Coordinator must log on to AccessOnline, locate the charge in question through
the Transaction Management module, select the checkbox to the left of the charge and
click “Dispute.” This will start the process with the bank. The cardholder will most likely
be required to complete a set of forms with the bank. These forms shall be filled out
and returned as soon as possible.
If the Cardholder has questions regarding the procedure for disputing a transaction
through AccessOnline, the Purchasing Manager should be contacted for assistance.
Cancellation of PCard
Should the Cardholder terminate employment with the City, the Cardholder must submit
a completed Activity Statement and Purchasing Card to the appropriate Department
Head or designee. The Department Head or designee will be responsible for forwarding
the PCard to the Purchasing Division Manager for card cancellation.
The Human Resources Department will maintain a checklist for all items that need to be
returned to the City and a supervisor shall collect all these items prior to the employee
leaving the department or the City.
If the employee fails to turn in the PCard and receipts, the final paycheck may be held
until the issue is resolved to the City’s satisfaction.
Lost or Stolen Cards
If the card is lost or stolen, or if there are fraudulent charges, the Cardholder is
responsible for immediately notifying the Purchasing Card Bank, his/her Department
98 | Page
Head or designee and the Purchasing Division Manager. If appropriate, the Police
Department should be notified, depending on the situation (e.g. robbery, burglary, etc.).
The Cardholder is to provide the following information to the appropriate Department
Head or designee and Purchasing Division Manager: complete name, card number,
date reported to the bank, if (and when) the police were notified, and any purchases
made on the day the card was lost or stolen. A new card will be issued by the Bank
within fifteen (15) business days from the time the card was reported lost or stolen. A
new account number will be assigned to the Cardholder’s new card.
The Cardholder is responsible for any fraudulent and unresolved charges.
Changes to Cardholder Information
Changes to a Cardholder's name should be immediately reported by memo to the
Purchasing Division Manager through the Department Head or designee. The
Cardholder will turn in his/her obsolete card once a revised card is received and all
required paperwork for the new card is signed, including Cardholder Purchasing Card
Agreement.
If a Cardholder transfers to another department within the City, the Cardholder must
immediately return his/her card to the Purchasing Manager for cancellation. In the
event that the new department requires the employee to be issued a Purchasing Card,
the procedure for obtaining a new card must be followed.
General Responsibilities
Department:
In addition to the responsibilities already assigned by this Policy, Department Heads,
with the concurrence of the City Manager, are responsible for the number of PCard
users in each department. The Purchasing Division will maintain a list of authorized
PCard users.
Each Department Head may assign one or more Purchasing Card Coordinator(s) to
be responsible for assisting the Department Head by assuring that all statements,
approvals and receipts are submitted to Accounting by the due date each month.
Purchasing:
In addition to the responsibilities already assigned by this Policy, PCard procedures
shall be updated as needed by the Purchasing Division and the most recent procedures
will be forwarded to the respective users along with training, as appropriate.
Accounting:
In addition to the responsibilities already assigned by this Policy, the Accounting
Division is responsible for:
109 | Page
? Reviewing supporting documentation and requesting additional
documentation, if needed, to demonstrate compliance with the PCard
Guidelines.
? Notifying the appropriate Department Head and Purchasing Manager of
possible violations of P-Card Guidelines as soon as is reasonably practicable
(including but not limited to late submittals, missing or insufficient backup and
documentation, any detected misuse of P-Card etc.).
? Making sure account numbers for each transaction on cardholder’s statement
are completed and recorded in the City’s General Ledger in a timely manner.
? Working with P-Card users and Purchasing Manager to maintain a list of
disputed items and ensuring that the City is appropriately credited upon
resolution.
? Reviewing submittals and guidelines to ensure that proper treatment for sales
and use tax is applied and all required reporting is met.
? Identifying, correcting, resolving and reporting issues pertaining to P-Card.
ATTACHMENTS:
Attachment 1 – Allowable and Non-Allowable Purchases Chart
Attachment 2 – Initial Application for CALCard Purchasing Card
Attachment 3 – Cardholder Purchasing Card Agreement
Attachment 4 – AccessOnline Registration Letter
Attachment 5 – Purchasing Card: Online Account Management Procedures
1110 | Page
ATTACHMENT 1
CITY OF CULVER CITY
ALLOWABLE AND NON-ALLOWABLE PURCHASES CHART
PURCHASE TYPE DESCRIPTION
BUSINESS MEALS
Only City Council, City Manager, Assistant City Manager
and Department Heads are authorized to use credit cards to
purchase meals for official business meetings. All other staff
may use credit cards for meals when on approved authorized
travel. Also, complete and submit the Transaction Log
(Attachment 5), indicating the names and affiliations for all
members of the party whose meals are paid for using the
Purchasing Card, and then state the business purpose for the
expense. You must include an itemized receipt showing food
and beverage items purchased, rather than the receipt showing
only the total. Alcohol and personal entertainment are not
authorized to be charged to a city credit card.
ALLOWABLE *
BUSINESS TRAVEL
The Purchasing Card may be used for all travel related
purchases including airline tickets, hotel accommodations, car
rentals, business meals, etc. if it complies with this P-card
Policy and the Travel Section of the City’s General
Purchasing Procedures and Polices.
EXCEPTION:
The employee should use his or her own credit card for any
personal expenses, such as personal phone calls, video rentals,
etc.
ALLOWABLE *
GENERAL SUPPLIES
General departmental supplies, including office supplies,
fax/computer supplies, first aid supplies, and miscellaneous
departmental expenses.
ALLOWABLE
INTERNET PURCHASES
Use secure sites only. Do not send card number via email
except internally. (No on-line auction purchases allowed such
as eBay.)
ALLOWABLE
MAINTENANCE/REPAIRS
SUPPLIES
Maintenance and repair supplies, including maintenance tools
and equipment. However, a record of all purchases will be
kept in the cardholders Departmental personnel file.
ALLOWABLE
1211 | Page
PURCHASE TYPE DESCRIPTION
SEMINARS, ETC.
(USING DEPT. BUDGET)
Seminars, training, books etc. that have been budgeted for
within the department, and that are NOT funded through the
City’s Education Reimbursement/Professional Development
Program.
ALLOWABLE
CAPITAL
EXPENDITURES
NON-
ALLOWABLE
CHEMICALS and
HAZARDOUS
MATERIALS
Any chemical purchase that required the City to keep on file a
Material Safety Data Sheet (MSDS) should not be purchased
with the Purchase Card.
NON-
ALLOWABLE
CLUB DUES AND
CONTRIBUTIONS
NON-
ALLOWABLE
COMPUTER Hardware, peripherals, software, services and rentals except
Information Technology designated personnel.
NON-
ALLOWABLE
CONSULTANT FEES
NON-
ALLOWABLE
CONTRACT SERVICES Any service contracts that require insurance and/or bonds
(includes all Personal /Professional Contract Services).
NON-
ALLOWABLE
EDUCATION
REIMBURSEMENT
AND
PROFESSIONAL
DEVELOPMENT
The Purchasing Card may NOT be used to purchase goods or
services when Education Reimbursement/Professional
Development Program funds will be charged. A special form
requiring your supervisor’s and the department director’s
written approval is required. The approved form is submitted
to Human Resources for processing.
NON-
ALLOWABLE
ON-LINE AUCTIONS On-Line auction purchases are not allowed (such as eBay).
NON-
ALLOWABLE
LEASES
NON-
ALLOWABLE
1312 | Page
PURCHASE TYPE DESCRIPTION
ON-SITE SERVICES Any Professional Service, maintenance or repairs performed
on City property.
NON-
ALLOWABLE
UNIFORMS Uniform rental and/or cleaning. Linen services.
NON-
ALLOWABLE
UTILITIES Telephone*, power, gas, water
NON-
ALLOWABLE
*Allowable with Department Director approval
14
Date: ______________
INITIAL APPLICATION FOR CALCARD PURCHASE CARD
Applicant Name: ______________________________________
(Print name as it should appear on your card)
Applicant’s Title: _______________________________________
Applicant’s Extension: ______________
Last four digits of Applicant’s Social Security Number: _________________
Applicant’s Culver City email: ________________________________________
Signature of Applicant: ________________________________________
Type of User (Circle one): Executive|1010| or Departmental
JUSTIFICATION:
Explain in detail why the applicant listed should be assigned a Purchasing Card and the benefit to
the City.
Department Head Approval: ________________________________________
(Signature of Department Head)
City Manager Approval: ________________________________________
(Signature of City Manager or Designee)
Return your completed form to Nick Kimball, Finance Department
|1010| Executive Users will be limited to those positions classified as Executive Management and may include
other users as approved by the City Manager.
ATTACHMENT 2
FINANCE DEPARTMENT
CITY OF CULVER CITY
9770 CULVER BOULEVARD, CULVER CITY, CALIFORNIA 90232-0507
(310) 253-6550
?
FAX (310) 253-5880
NICK KIMBALL
Purchasing Division
15
2
ATTACHMENT 3
CITY OF CULVER CITY
CARDHOLDER PURCHASING CARD AGREEMENT
The City of Culver City (the “City”) is pleased to present you with this Purchasing Card. It represents
the City’s trust in you and your empowerment as a responsible agent to safeguard and protect the City’s
assets.
I, Name Here , hereby acknowledge receipt of City CAL-Card Visa Purchasing Card,
issued by US Bank, Card No. P Card Account Number . As a cardholder, I agree to comply
with the terms and conditions of this Agreement and the Purchase Card procedures.
I acknowledge receipt of this Agreement and a copy of the City’s Purchasing Procedures; and I confirm I
have read and understand their terms and conditions.
I agree to use this card only for City-validly approved purchases and agree not to use it for any other
reason, including to charge personal purchases or any other personal purpose. I understand my use of this
card will be audited and any discrepancies will be reported to proper authorities.
I further understand improper use of this card can result in criminal and civil penalties and in disciplinary
action, up to and including termination of employment. If I fail to use this card in any way other than as
permitted, then I, hereby, authorize the City to deduct from any money otherwise due to me from the
City, including wages an amount equal to the total amount, including any applicable interest, resulting
from my unauthorized use. I also agree to allow the City to collect, by all legal or equitable means
available, any and all amounts due as a result of my inappropriate use of this card, even if I am no longer
employed by the City.
I understand the City may terminate my right to use this card at any time with or without any cause,
notice or warning. I agree to return the card to the City immediately upon the request of the City
Manager or designee, or upon termination of my employment.
Cardholder
Signature: Date:
Print name: Dept.
Approval
Signature: Date:
Print name: Nick Kimball, Procurement & Financial Service Manager Phone: (310) 253- 6013
Original: Personnel File Copy: Purchasing Officer Copy: Employee
Return card to Purchasing:
Signature: Date:
16
2
ATTACHMENT 4
Re: Registering for Online Access for your New CalCard
Dear Cardholder:
In partnership with U.S. Bank, is excited to announce the deployment of AccessOnline throughout the
City of Culver City. U.S. Bank AccessOnline is a new, exclusive web-based electronic program
management tool that provides our company’s cardholders with quick access to their complete account
information enabling individuals to view their account activity and billing statements online!
In addition to making individual account management easier, AccessOnline also provides significant
benefits to our entire organization. AccessOnline will aggregate all our purchasing information into one
comprehensive database enabling our company to better manage purchasing activities and drive cost
savings. When used in conjunction with our U.S. Bank Purchasing Card, AccessOnline helps our
company better manage expenditures and achieve our overall profitability goals.
By now I am sure that you are anxious to begin utilizing AccessOnline but first you need to get
registered. AccessOnline self-registration empowers you to create your own User ID and
Password and is easy to use. Just like the rest of the AccessOnline features, self-registration has
been designed to be intuitive; however, to ensure a positive experience, here are a few helpful
hints:
? Go to: https://access.usbank.com and click on the “Register Online” link
? When asked to enter your company short name, please use citycc
? ZIP/Postal Code must exactly match the FIVE DIGIT zip code that is on your billing statement
(90232) –– or you will receive an error message
? Phone and Fax number format: No dashes, hyphens, parenthesis or spaces (i.e. 6121234567)
? User ID’s must be 7 to 12 characters in length and can be alpha and/or numeric. Please enter your
user ID as FirstnameLastname (e.g. NickKimball)
? Passwords must be 8 to 20 characters in length, with at least one alpha and one numeric character
? User Verification is used to authenticate your account if you forget your User ID or Password, DO
NOT CLICK “CONTINUE” until you are finished entering all cards you wish to register! If you need
to register another card after clicking Continue, you must contact Nick Kimball at ext. 6013 or
nick.kimball@culvercity.org for assistance
? When entering information in self-registration, if any of the entered information is not valid the system
returns an error message. You have three attempts to correct the information. If all three attempts fail,
the account with incorrect information will be locked out from self-registration. You will need to contact
U.S. Bank Customer Service at 1-877-887-9260 to unlock your account
Congratulations, you are now registered to enter AccessOnline. To maximize your online experience, I
would like to encourage you to check out the system’s web-based training materials prior to utilizing
AccessOnline. This highly intuitive web-based training experience will help you get the most out of this
new tool. To access the U.S. Bank online training tools go to https://wbt.access.usbank.com.
Welcome to AccessOnline! If you have any questions, please call me at 310-253-6013 or the U.S. Bank
Customer Service Desk at 1-877-887-9260.
Sincerely,
Nick Kimball
Program Administrator
City of Culver City
17
2
ATTACHMENT 5
Reserved for:
Purchase Card: Online Account Management Procedures Manual
18 CITY OF CULVER CITY
COUNCIL POLICY STATEMENT
General Subject: Purchasing and Procurement
Specific Subject: Executive/Purchasing (Credit) Cards
Policy Number 4205
Date Issued: 12/10/2007
Effective Date: 12/10/2007
Resolution No.: XXXXXXX
PURPOSE:
To provide general instructions on the required procedures for use of a City Purchasing
Card.
POLICY:
The City of Culver City has adopted a Purchasing Card program. The intent of the
program is to reduce total cost and centralize acquisitions for the City as well as
streamline several business processes, and thereby increase operational efficiencies.
PROGRAM BENEFITS:
• Provides for faster delivery service of low value items to departments resulting in fewer
warrant requests, blanket PO’s and usage of petty cash.
• Allows oversight of purchases by Directors.
• Provides for built in controls (can control specific categories of purchases), as well as single
transaction and monthly dollar limits per Card.
• Provides a tool for Purchasing staff to identify repetitive purchases for possible consolidation
into new price agreements and contracts.
• Reduction in labor and related expenses by reducing number of mailed warrants.
BACKGROUND:
To promote operational efficiency, the Purchasing Division of the Finance Department will
oversee the City Purchasing Card program.
A number of unique controls have been developed for the Purchasing Card program that
does not exist in a traditional credit card environment. These controls ensure that the
card can be used only for specific purchases and within specific dollar limits. In addition,
verification of all purchases is required by each cardholder, with approval performed by
the appropriate Department Director or designee before the statement is submitted to
Accounting for review and posting to the General Ledger. The cardholder is
responsible for all use of the card and for compliance with this policy.
19
20
GENERAL INFORMATION:
A. Each Cardholder receives a unique Purchasing Card with both the
Cardholder's name embossed on it and the “City of Culver City.” This card
has been designed to avoid confusing it with personal credit cards and
must not be used for personal purchases. The named cardholder is the
only person allowed to use the card.
B. It is mandatory that Cardholders attend training on the use of the card
prior to P-card issuance and sign a City Purchasing Card Agreement (See
Attachment 1).
C. All Purchasing Cards will be restricted to certain categories of purchases,
as well as single transaction and monthly dollar limits (see Exhibit A).
D. All requests to participate in the Purchasing Card program shall be
submitted by the Department’s Director to the City Manager or Designee,
by completing a Request for Purchasing Card form (see Attachment 2).
E. Each time the Cardholder uses the Purchasing Card, the merchant will
check via the Purchase Card telecommunications network to verify the
single purchase dollar limit and monthly purchase limit. When an approval
code is received, it will appear on the sales receipt. The Cardholder will
receive a statement of his/her purchases around the same date each
month from the Purchasing Division.
F. The following conditions must be met when using the Purchasing Card:
1. Cardholders must ensure that there are sufficient funds in their budgets
prior to making any purchases.
2. Each single purchase may be comprised of multiple items, but the total,
including tax and shipping, cannot exceed the single purchase dollar limit
on the Purchasing Card; or exceed the cumulative maximum expenditure
limit for the month. If either of these limits is exceeded, the transaction
will be declined at the time of attempted purchase by the Bank.
3. Purchases must not be split to circumvent single purchase limit restrictions.
Doing so may result in disciplinary action and/or loss of card use.
4. Cardholders must obtain a detailed, itemized receipt for all purchases,
including sales tax where applicable. For all purchases, the itemized detail
receipt is required, rather than the receipt showing only the total.
21
5. Sales tax must be paid for all purchases of tangible goods (not for
services). In the event that the receipt shows that tax was not charged,
then the Cardholder should flag the line item on the Monthly Purchasing
Card Transaction Log, so that Accounting can charge your budget for the
appropriate use tax and pay it at the appropriate time.
6. Cardholders must follow their department's procedures in addition to these
general procedures prior to making a purchase. Neither the Purchasing
Division nor the Accounting Division will be responsible for monitoring
compliance with individual department procedures.
G. Cardholders must comply with this policy when using the Purchasing Card, as
well as City’s General Purchasing Policies. The Purchasing Card is NOT to be
used to override the City’s Purchasing Policy. The Purchasing Officer should be
contacted with any questions concerning purchasing-related policies and
procedures. Budget or Accounting questions should be forwarded to those
respective areas.
H. Directors or designees are responsible for overseeing the Purchasing Card
program in each department. The Purchasing Officer will maintain a list of
authorized signatories (directors and/or designees), and will disseminate and
updated list to the Accounting Division.
I. Each Department Director should assign a Purchasing Card Coordinator
who will be responsible to assist the Director by assuring that all statements,
approvals and receipts are submitted to Accounting by the due date each
month.
J. Purchasing Card procedures shall be updated as needed by the Purchasing
Division and the most recent procedures will be forwarded to the respective
users along with training as appropriate.
PRACTICES:
Obtaining a Purchasing Card
To obtain a Purchasing Card, the following procedures shall be followed:
A. Send a completed “Request for Purchasing Card Form” (see Attachment 2) to
the City Manager or designee. Both the Department Director and the City
Manager or designee, must sign this form.
B. The approved “Request for Purchase Card Form” will then be sent to the
Purchasing Officer who will submit the credit card order to the Bank.
C. Once the Purchasing Officer receives the new Purchasing Card, the employee
will be contacted to arrange for mandatory training and issuance of the
Purchase Card. Once trained, the employee must sign a Purchasing Card
22
Agreement in triplicate (see Attachment 1). The original signed agreement will
be placed in the employee’s personnel file, the second copy will be retained by
the Purchasing Officer in the central Purchasing Card file, the final copy will be
given to the employee for his/her records and the card will be issued to the
employee.
D. The employee must activate the new card by following the instructions on the
front of the card.
Using the Purchasing Card
The Purchasing Card is intended for low value purchases (generally under
$500.00 for the total order including sales tax and shipping) that meet the
requirements for approved purchases per the “Allowable and Non-Allowable
Chart” (see Attachment 3). The Purchasing Card may also be used as a
business expense/travel card for staff members who have a business need for
travel (generally management staff).
EMERGENCY PURCHASES:
In the even of an emergency where a purchase needs to be made that is either restricted
or beyond the dollar limits set by this policy, the card holder will obtain approval from the
City Manager or designee/or Department Director prior to making the purchase. The City
Manager or designee will send a request to allow the purchase or increase the dollar limit
for a particular card holder to the Purchasing Officer.
When placing a telephone, faxed or mailed order, the Cardholder should:
• Provide name, card number and expiration date on the card.
• Instruct merchant to deliver to 9770 Culver Blvd., Culver City, CA 90232.
• Instruct merchant to enter “PC–(your Cardholder name), (your Division number)”
in the Purchase Order number field.
• (If the merchant’s Purchase Order number field is not large enough to
accommodate all the required information, then instruct merchant to include your
Division number in the body of the packing slip).
• Request that a packing slip or receipt be sent with each order, to include the line
item price(s), tax and shipping costs, if applicable.
• Include receipt document with the Monthly Purchasing Card Transaction Log
(reference Attachment 4) for reconciliation purposes.
When a Cardholder is required to make a purchase in person from a merchant who
accepts the Purchasing Card, the following procedures shall be followed:
23
• The merchant will complete a charge receipt which includes the following
information:
- Imprint of your card, including card number expiration date, and your name.
- Date and amount of purchase.
- Brief description of item(s) purchased.
- Imprint of merchant name and identification.
• As the charge receipt is being completed, the merchant will obtain authorization
for the transaction via either a telephone or direct telecommunication link to the
credit card authorization network. The merchant will obtain an authorization
number (as long as the purchase is within the limits established for the card).
• The merchant will request that the Cardholder sign the charge receipt. Before
signing the charge receipt, verify that the dollar amount is correct and that sales
tax has been included. *The Cardholder will be provided one copy of the signed
charge receipt.
• The remaining charge receipt copies are used by the merchant for records
retention and to obtain payment from their financial institution.
*Reminder: If a sales receipt only shows a total amount without a specified
sales tax, the employee will be required to tag the item because the City is
legally required to pay sales and use tax. If sales tax is NOT paid as a part of
the invoice, Accounting will be required to remit the sales and use tax
payment to the State Board of Equalization. This amount will be charged
against your budget.
Card Restrictions
The Purchasing Card shall not be used for the following (failure to comply may result in
card cancellation):
Allowable and Not Allowable (See Attachment 3 for more details)
• A purchase, including tax and shipping, which exceeds that Cardholder’s single
purchase limit or monthly limit;
• The purchase of items available in the City's central warehouse;
• The purchase of items that have been identified as requiring special approval
(e.g., educational expenses/professional development);
• Computer hardware, peripherals, software and services;
• Purchase of personal items;
• Chemicals or other hazardous materials;
• Purchase of items for resale;
• On-line auction purchases (e.g., eBay, etc.);
• Cash advances through bank tellers or teller machines;
• Any product or service normally considered as an inappropriate use of City funds;
24
• Cash or Gift Cards; and
• Categories of certain goods and services as provided in Attachment 3, “Allowable
and Non –Allowable Chart”.
Purchasing Card Payment
At the close of each billing cycle, the Purchasing Officer will provide each Department’s
Purchasing Card Coordinator or designee with a Statement of Account (Statement) for all
of that Department’s Cardholders. After review, the Purchasing Card Coordinator or
designee will distribute to each Cardholder his/her Statement for reconciliation. If the
Cardholder has purchased an item on the date the billing cycle closes (typically mid-
month), the purchase may not be listed on the statement but will show on the next
month's statement.
The Statement will itemize each transaction that was charged to the Cardholder's
Purchasing Card account. Upon receipt of the Statement, the Cardholder is to complete
each of the actions listed below:
A. Verify all charges for accuracy. If there are any errors, see Disputed Transaction
procedures below.
B. Allocate each charge line item to the appropriate expense account, using the
Monthly Purchasing Card Transaction Log (see Attachment 4).
C. Make sure that all charged items on the Statement are listed on the Monthly
Purchasing Card Transaction Log.
D. Attach the Statement with original supporting documents to the Monthly
Purchasing Card Transaction Log. Required supporting documents include:
detailed and itemized sales receipts, packing slips, Restaurant and Food Purchase
Forms (see Attachment 5), and any other explanatory material needed to
demonstrate compliance with the City’s Purchasing Card Policy.
E. Completed and Department approved Statements and Transaction Logs, along
with all detail supporting documents, must be placed in a large Red envelope
labeled “Purchasing Card transactions from Department Name”, and then
submitted to Accounting within five business days from receipt of statement.
Failure to comply with this requirement may result in loss of Cardholder’s
privileges.
F. The Accounting Division will be responsible to:
• Review supporting documentation and backup for approvals and request
additional documentation, if needed, to demonstrate compliance with the P-
Card Guidelines.
25
• Notify Department Director and Purchasing Officer of P-Card user violations
of Guidelines as soon as is reasonably practicable (including but not limited
to late submittals, missing or insufficient backup and documentation, any
detected misuse of P-Card etc.).
• Make sure account numbers for each transaction on cardholder’s statement
are completed and recorded in the City’s financial records in a timely
manner.
• Work with P-Card holders and Purchasing Officer to maintain list of
disputed items and that the City is appropriately credited upon resolution.
• Review submittals and guidelines to ensure that proper treatment for sales
and use tax is applied. Also, that the City is in legal compliance and that all
required reporting is met.
• Identify, correct, resolve and report issues pertaining to P-Card.
If the Cardholder has returned an item, the Cardholder is to include the credit voucher
with the Statement on which the credit appears.
If the Cardholder does not have a receipt or packing slip for a purchase, they are to
make reasonable efforts to obtain a duplicate copy from the vendor. If this is not
possible, include a signed memo with the Statement and the monthly Purchasing Card
Transaction Log directed to Accounting explaining the circumstances, signed by the
Cardholder, and signed as approved by the Director or designee and the City Manager or
Designee.
If the Cardholder will not be available to sign the Monthly Purchasing Card Transaction
Log and Statement because of leave or travel, the Cardholder is to forward, in advance
of due date, all signed and approved charge receipts and credit vouchers to the
appropriate Director or designee (Purchasing Card Coordinator). The Director or
designee will approve, sign and forward the Transaction Log and Statement to
Accounting. If the cardholder is absent, the department is responsible for forwarding the
approved monthly statement to Accounting. Any discrepancies would be handled in the
department when the employee returns, not later than the next Purchasing Card billing
cycle.
Disputed Transactions
It is the Cardholder’s responsibility to try to resolve disputed items with the merchant.
The Cardholder must also notify the Bank, the Purchasing Officer and Accounting
when an item is in dispute. The Bank will send a “Cardholder Statement of Disputed
Item” form (see Attachment 6) to the Cardholder. This form must be completed and
faxed to the Bank and Purchasing Officer as soon as possible, but no later than 30 days
after the date of transaction.
If the Cardholder has questions regarding the information on the Statement of Disputed
Item form, or problems regarding the reversal of a transaction, the Purchasing Officer
26
should be contacted for assistance.
Cancellation
Should the Cardholder terminate employment with the City, the Cardholder must submit
the completed Monthly Purchasing Card Transaction Log and Purchasing Card to the
appropriate Director or designee. The Director or designee will be responsible for
forwarding the Purchasing Card to the Purchasing Officer for card cancellation.
Human Resources Department will maintain a checklist for all items that need to be
returned to the City and supervisor shall collect all these items prior to the employee
leaving the department or the City.
If the employee fails to turn in the Purchase Card and receipts, the final paycheck will be
held until the issue is resolved to the City’s satisfaction.
Lost or Stolen Cards
If the card is lost or stolen, or if there are fraudulent charges, the Cardholder is
responsible for immediately notifying the Purchasing Card Bank, his/her Director or
designee and the Purchasing Officer. If appropriate, the Police Department should be
notified depending on the situation (e.g. robbery, burglary, etc.).
The Cardholder is responsible for any fraudulent and unresolved charges.
The Cardholder is to provide the following information to the appropriate Director or
designee and Purchasing Officer: complete name, card number, date reported to the
police, if the bank was notified, and any purchases made on the day the card was lost or
stolen. A new card will be issued by the Purchasing Card Bank within fifteen (15)
business days from the time the card was reported lost or stolen. A new account number
will be assigned to the Cardholder’s new card.
Changes to Cardholder Information
Changes to a Cardholder's name should be immediately reported by memo to the
Purchasing Officer through the Director or designee. The Cardholder will then turn in
his/her obsolete card once the Purchasing Officer receives a revised card and sign all
required new card paperwork, including Cardholder Purchasing Card Agreement.
If a Cardholder transfers to another department within the City, the Cardholder must
immediately return his/her card to the Purchasing Officer for cancellation. The
Cardholder must forward all Purchasing Card receipts and the current Log to his/her
supervisor for final reconciliation. In the event that the new department requires the
employee to be issued a Purchasing Card, the procedure for obtaining a new card must
be followed.
27
GLOSSARY:
Approving Official – The Approving Official is the Department Director or designee. The
Approving Official is a critical checkpoint for internal control purposes. The Approving
Official reviews the monthly statements and all purchases to verify they are necessary
and for official City purposes only.
Cardholder – A City employee whose name is on the Purchase Card. The cardholder is
authorized to make purchases of commodities on behalf of their department and should
be familiar with city procurement policies and procedures. The cardholder reconciles
his/her monthly bank statement and forwards it along with all receipts to the Approving
Official.
Cardholder Statement – The monthly statement of account received at the end of the
billing cycle which lists transactions for that period.
Purchasing Card - A City issued and controlled credit card administered by the City’s
Purchasing Officer.
Purchasing Card Coordinator – A staff member assigned by each Department Director
who is responsible for assuring that all approvals, documentation/ receipts and
statements are consolidated and forwarded to Accounting by the due date each month.
PROCEDURAL GUIDELINES:
Exhibit A – Purchasing Card Limits
Attachment 1 – Cardholder Purchasing Card Agreement
Attachment 2 – Request for Purchasing Card Form
Attachment 3 – Allowable and Non-Allowable Chart
Attachment 4 – Purchasing Card Statement
Attachment 5 – Restaurant/Food Items Form
Attachment 6 - Sample - Cardholder Statement of Disputed Item Form
28
EXHIBIT A
PURCHASING CARD LIMITS
Executive Card Holder (City Manager and Department Heads)
• Single Purchase Limit: Not to exceed $5,000
• 30-day Limit: Not to exceed $20,000
Purchasing Card Holder (City Staff other than City Manager and Department Heads)
• Single Purchase Limit: Not to exceed $500
• 30-day Limit: Not to exceed $15,000
29
30ATTACHMENT 1
CITY OF CULVER CITY
CARDHOLDER PURCHASING CARD AGREEMENT
The City of Culver City (the “City”) is pleased to present you with this Purchasing Card. It represents
the City’s trust in you and your empowerment as a responsible agent to safeguard and protect the City’s
assets.
I, Name Here , hereby acknowledge receipt of City MasterCard Purchasing Card No.
P Card Account Number . As a cardholder, I agree to comply with the terms and
conditions of this Agreement and the Purchase Card procedures.
I acknowledge receipt of this Agreement and a copy of the City’s Purchasing Procedures; and I confirm I
have read and understand their terms and conditions.
I agree to use this card only for City-validly approved purchases and agree not to use it for any other
reason, including to charge personal purchases or any other personal purpose. I understand my use of this
card will be audited and any discrepancies will be reported to proper authorities.
I further understand improper use of this card can result in criminal and civil penalties and in disciplinary
action, up to and including termination of employment. If I fail to use this card in any way other than as
permitted, then I, hereby, authorize the City to deduct from any money otherwise due to me from the
City, including wages an amount equal to the total amount, including any applicable interest, resulting
from my unauthorized use. I also agree to allow the City to collect, by all legal or equitable means
available, any and all amounts due as a result of my inappropriate use of this card, even if I am no longer
employed by the City.
I understand the City may terminate my right to use this card at any time with or without any cause,
notice or warning. I agree to return the card to the City immediately upon the request of the City
Manager or designee, or upon termination of my employment.
Cardholder
Signature: Date:
Print name: Dept.
Approval
Signature: Date:
Print name: Margarita Lee, Purchasing Officer Phone: (310) 253- 6552
Original: Personnel File Copy: Purchasing Officer Copy: Employee
Return card to Purchasing:
Signature: Date:
31
32
ATTACHMENT 2
CITY OF CULVER CITY
REQUEST FOR PURCHASING CARD
DATE: _______________________________
TO: Purchasing Officer
FROM: _______________________________
SUBJECT: Request for Purchasing Card
TYPE OF CARD: _______________________________
(Executive or Regular)
I request the following employee to be authorized for a Purchasing Card.
FULL NAME (print): _____________________________________________
TITLE: ___________________________________________________
EMPLOYEE ID NUMBER: _______________________________________
PHONE#: ___________________________________________________
DIRECTOR (print): ___________________________________________________
JUSTIFICATION FOR CARD (explain in detail why the name of the employee listed
above should be assigned a Culver City Purchasing Card and the benefit to the City. The
justification will warrant the issuance of a card.)
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Approved By:
Department Director: __________________________________
City Manager or Designee: __________________________________
33
ATTACHMENT 3
CITY OF CULVER CITY
ALLOWABLE AND NON-ALLOWABLE CHART
PURCHASE TYPE DESCRIPTION
BUSINESS MEALS
Only City Council, City Manager, Assistant City Manager
and Department Heads are authorized to use credit cards to
purchase meals for official business meetings. All other staff
may use credit cards for meals when on approved authorized
travel. Also, complete and submit the Transaction Log
(Attachment 5), indicating the names and affiliations for all
members of the party whose meals are paid for using the
Purchasing Card, and then state the business purpose for the
expense. You must include an itemized receipt showing food
and beverage items purchased, rather than the receipt showing
only the total. Alcohol and personal entertainment are not
authorized to be charged to a city credit card.
ALLOWABLE *
BUSINESS TRAVEL
The Purchasing Card may be used for all travel related
purchases including airline tickets, hotel accommodations, car
rentals, business meals, etc. if it complies with this P-card
Policy and the Travel Section of the City’s General
Purchasing Procedures and Polices.
EXCEPTION:
The employee should use his or her own credit card for any
personal expenses, such as personal phone calls, video rentals,
etc.
ALLOWABLE *
GENERAL SUPPLIES
General departmental supplies, including office supplies,
fax/computer supplies, first aid supplies, and miscellaneous
departmental expenses.
ALLOWABLE
INTERNET PURCHASES
Use secure sites only. Do not send card number via email
except internally. (No on-line auction purchases allowed such
as eBay.)
ALLOWABLE
MAINTENANCE/REPAIRS
SUPPLIES
Maintenance and repair supplies, including maintenance tools
and equipment. However, a record of all purchases will be
kept in the cardholders Departmental personnel file.
ALLOWABLE
2
34
PURCHASE TYPE DESCRIPTION
SEMINARS, ETC.
(USING DEPT. BUDGET)
Seminars, training, books etc. that have been budgeted for
within the department, and that are NOT funded through the
City’s Education Reimbursement/Professional Development
Program.
ALLOWABLE
CAPITAL
EXPENDITURES
NON-
ALLOWABLE
CHEMICALS and
HAZARDOUS
MATERIALS
Any chemical purchase that required the City to keep on file a
Material Safety Data Sheet (MSDS) should not be purchased
with the Purchase Card.
NON-
ALLOWABLE
CLUB DUES AND
CONTRIBUTIONS
NON-
ALLOWABLE
COMPUTER Hardware, peripherals, software, services and rentals except
Information Technology designated personnel.
NON-
ALLOWABLE
CONSULTANT FEES
NON-
ALLOWABLE
CONTRACT SERVICES Any service contracts that require insurance and/or bonds
(includes all Personal /Professional Contract Services).
NON-
ALLOWABLE
EDUCATION
REIMBURSEMENT
AND
PROFESSIONAL
DEVELOPMENT
The Purchasing Card may NOT be used to purchase goods or
services when Education Reimbursement/Professional
Development Program funds will be charged. A special form
requiring your supervisor’s and the department director’s
written approval is required. The approved form is submitted
to Human Resources for processing.
NON-
ALLOWABLE
ON-LINE AUCTIONS On-Line auction purchases are not allowed (such as eBay).
NON-
ALLOWABLE
LEASES
NON-
ALLOWABLE
2
35
PURCHASE TYPE DESCRIPTION
ON-SITE SERVICES Any Professional Service, maintenance or repairs performed
on City property.
NON-
ALLOWABLE
UNIFORMS Uniform rental and/or cleaning. Linen services.
NON-
ALLOWABLE
UTILITIES Telephone*, power, gas, water
NON-
ALLOWABLE
*Allowable with Department Director approval
2
36
ATTACHMENT 4
Purchasing Card Statement @ 00/00/07
CARDHOLDER ACTIVITY
Employee Name: PCard Number
Cardholder Signature ________________________________
TOTAL ACTIVITY $
JDE Account Number Charge Credit
Supplier
Number
Transactions
Posting
Date
Sale
Date
37
ATTACHMENT 5
Restaurant/Food Items
Purchased with
Purchasing Card
Employee Name: __________________________ Transaction Date: ____________
Department: _____________________________ Transaction Amount: $ __________
Dept. Approval: ___________________________
Client Name Name of Business
Explain purpose of meal:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
38
ATTACHMENT 6
SAMPLE
______________________________________________________________________
CITY OF CULVER CITY
CARDHOLDER STATEMENT OF DISPUTED ITEM
Com m ercial Card
Statement of Disputed Item
Instructions: Your company should first make good-faith efforts to settle a claim or dispute for purchases directly with the
merchant. If assistance from Bank of America is required, please complete this form, and mail or fax with
required enclosures within 60 days from the billing close date to: Bank of America- Commercial
Card Services Operations
P.O. Box 53142
Phoenix, AZ 85072-3142
Phone (800) 352-4027 Fax (888) 678-6046
Company Name:
Account Number:
Cardholder Name:
This charge appeared on my statement:
Billing close date:
Transaction date:
Reference Number:
Merchant Name:
Merchant Location:
Posted Amount:
Disputed Amount:
****Please check only ONE of the following****
Unauthorized Transaction
I did not authorize, nor did I authorize anyone else to engage in this transaction. No goods or services
represents by the above charge were received by me or anyone I authorized. The card was in my
possession at the time of the transaction.
Charge Amount Does Not Agree With Order Authorizing The Charge
The amount entered on the sales slip was changed from $_______ to $_______. I have enclosed a
copy of the unaltered sales slip.
Merchandise or Services Not Received
I have not received the merchandise or services represented by the above transaction. The expected
date of delivery or services was _______. (On your business letterhead, please describe your attempt
to resolve this matter with the merchant, the date(s) you contacted them and their response).
Disputed Transaction
I did engage in the above transaction, which I am now disputing. I have contacted the merchant, but I
have been unable to return the merchandise and/or I have been unsuccessful in reaching an
acceptable resolution with them. (On your business letterhead, please describe your attempt to
resolve this matter with the merchant, the date(s) you contacted them and their response).
Defective or Wrong Merchandise
I returned the merchandise on (date) _______ because it was:(please choose one):
__defective __wrong size __wrong color __wrong quantity
Recurring Charges After Cancellation
On _____ (date), I notified the above merchant to cancel our monthly/yearly agreement. Since then,
my account has been charged ______ time(s). (Please enclose a copy of the merchant’s response to
confirmation of your confirmation of your cancellation).
Items Charged Already Paid by Other Means
I already paid for the goods and/or services represented by the above charge by means other than my
card. (W e must have a copy of the front and back of the canceled check, money order, cash receipt,
credit card statement, or other documentation as proof of purchase/payment. On your business
letterhead, please describe your attempt to resolve this matter with the merchant, the date(s) you
contacted them and their response).
Credit Appears as a Charge
The enclosed Credit Voucher appeared as a charge on my card account.
Credit From Merchant Not Received
issued to me by the merchant shown above.
Hotel Reservation Canceled
I did make a reservation with the above hotel which I then canceled on ______ (date) at ______
(time). At that time, I asked for a cancellation number which is _________. (Please check one if
applies):
__I was not given a cancellation number
__I was not told at the time that I made the reservation that my account would be charged for a "No
Show"
Double or Multiple Charges
My account has been doubled charged. The first charge appeared on my ______ (date) billing.
Cardholder's Name (Printed) Cardholder's Signature Date Phone Number
2
39