(A) For each Procurement Card Transaction, the business office should retain the originating documentation along with any notes from order placement as well as the packing slip, and/or cash register receipts.
(B) If the vendor name does not agree with the credit slip/packing slip, check to make sure that there is not another transaction to which it applies. Example: you may order from Chevrolet Division, but the charge ship will come back saying General Motors...these turn out to be one and the same business. You would usually find some reference on the packing slip. If you are unable to identify a transaction by the vendor, the transaction should be disputed on the Vendor Dispute Form (See Appendix G, as attached to Ord. 13-2013, passed 6-11-13). Make sure the dispute form is sent to the Clerk-Treasurer's Office.
(C) Like any other purchase, you may experience "Partial Shipments." Note partial shipment on your record of transactions by using alphabet for entry: "A" for first charge, "B" second, etc. As partial shipments may span more than one statement period, keep appropriate copies of the transaction with each statement reconciliation.
(D) Verify extensions and additions on attached receipts, charge/credit slips, or packing slips. An arithmetic error should be disputed.
(E) Each Department should dispute sales tax that may be charged. Keep a list of vendors that charge tax, and if there is a second occurrence, report this to the Clerk- Treasurer's Office.
(F) If inappropriate purchases appear, justification should be required of the originator. Insufficient justification may result in the loss of card privileges or other appropriate disciplinary action.
(G) To obtain copy of a charge or credit slip, call the Bank's Customer Service Department at the number on the back of the card.
(H) Disputed billing can result from failure to receive goods or services charged, fraud or misuse, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed etc. In the event of suspected fraud, notify Police and Clerk-Treasurer's Office as soon as possible.
(Ord. 40-2005, passed 10-11-05; Am. Ord. 13-2013, passed 6-11-13)