MAKING PURCHASES WITH CARD
ALL PURCHASES MUST BE RECORDED ON THE OCHE PROCARD TRANSACTION LOG (see form). A copy of the log must be turned in to the OCHE Purchasing Card Coordinator (Susan Smith) by Friday of each week, with receipts for each purchase attached. A separate page should be kept for each week the card is used. If the card is used for on-line or phone purchases please ask the vendor to include an itemized receipt with the goods when they are shipped to you. We will also accept a printout of the official receipt that is provided on-line to you after your on-line purchases.
OCHE employees must comply with State Purchasing and Procurement policies and regulations. This includes purchases of products available at Central Stores! Please consult the Department of Administration's web site if you have questions regarding these requirements. Laurie Tobol, the OCHE Purchasing Representative (among her other duties), is also available as a resource.
After making certain that the purchase complies with state purchasing regulations and that the purchase will not exceed your card limit, contact the vendor and arrange for purchase and delivery of items. Make sure a receipt is attached to the item(s). Cardholder must not purchase from any vendor that is on the Federal or State suspended or debarred vendor listing.
Explain to the vendor that you will be paying with your State Purchasing card. (Give your name, card account # and expiration date if by phone, fax or mail order.).
Request itemized receipt. Once receipt is received, sign and date the receipt, attach a completed procurement card log sheet and send, by the following Friday, to Susan Smith, OCHE purchasing card coordinator. This should be done within five (5) working days after purchase.
If a receipt is not received within 5 working days, send notification to OCHE purchasing card coordinator that a purchase has been made but a receipt has not been received. Once a receipt has been received forward it to OCHE purchasing card coordinator indicating the weekly log it should be attached to. If receipt has been lost, contact vendor for duplicate copy. (Retain a copy of receipts, invoices and purchasing card slips for your own record. Payment cannot be made without proper documentation.)
If the cardholder is not available at the time of delivery, the receipt can be signed and dated by any authorized individual. When available give receipt to cardholder.
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