(A) Transaction statements will be received from the provider on a monthly basis in paper format. The statements will be sent to the accounts processor for each department. Each department will need to determine the flow of the statements to begin the reconciliation process. Each claim period, the transactions need to be turned into the department's accounts processor for payment. The accounts processor will make the claim to pay for the items purchased by the card. Be sure to make a copy of all receipts so that you can reconcile against the statement at the end of each month. Although only one claim per payment period per department is required, you may choose to use multiple claims for your convenience. The correct account line should be used when making the claim, just as you would if you were paying the vendor directly.
(B) Capital equipment can be purchased on the Procurement Card. Capital items are generally defined to include items costing in excess of $5,000. A Fixed Asset Form must be completed as with any capital purchase.
(Ord. 40-2005, passed 10-11-05; Am. Ord. 13-2013, passed 6-11-13)