ÿWPC  ö¨R]•&â¾l aE«‡‡ß ®¾* —ûÄæFâóªÉݘ·hÓŽ—¸$ˆ s5q>Π1›ª/º"dp Wp-%pN¬%ºô®B#@÷ø˜Æ×\àÌ.÷Ä+ÉvÞð Qan DLÝã‘áF /Ò¦«³È¡rQ›Å²«¦û¦îŠJ#ˆ³ØMÛµß*rD=cÔ ¬)ãÎû ¦Ãe,€‡Å‹|g´Æ`Èü¦:¹)–¿˜s‡Z.â—çh^6–¯`df90"ü*²»Èå¥Édç9`¸.8`ðk^Ë­ã5MJ¼îù¡Á7ì=‹p •$I(W–sÿaÑ“ÿrHeÆÏZ6ÉWO`_ƒ†”ElÀߢn^$fL1§ó´À¬ZMŸ¨Iáá †5áºùb­Ë&¬ª­Ïý AH÷¿ó¶Û"CƒŒ(œž¡£L¦Â ÊËÃùäAºÿ¢Ó™y¿©,·ìÁøµ¢måf/4¯ zQÎÊQ VÔ†˜O¢I'Öy! ÇŽ •œýFD1Ìï+õ›;Êݰ1]Ó?2~Ê"l}lÂ?ÊÙOý¯Õ0q³‘8ÁBü3ÅFÓ šñ~kŒVþ²š±˜f˜H‹] }âVN*÷ä³¥NlSTnåo"õt#!XUNy %Ç 0(Í õ w^õ ÑS 0D$ 4h | ‹ m UB¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ ¤ Bæ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ æ E ˜HP LaserJet 6P/6MP - Standard,ä,,,,,ä0xÈhH  Z‹6Times New Roman RegularX($¡¡ŽUUQ‘E’Ï“Q”U•Q—Q˜E™EšE›EœEQ ÇÝ ƒ¯'ÝÝ  ݛԇ Xø”XXXÔÝ ƒ¯ÿÝÝ  ÝÝ ƒ¯ÿÝÝ  ÝÝ ƒ¯ÿÝÝ  ÝÔ‡ ôU õX Xø”ÔBest€Practices€Procurement€Manual€„€Appendix€B.5€Bart€Purchase€Card€œSystem›€€€à€f!f!!(#àPage€Ú  Ú1Ú  ÚÔ#† Xø”Xõ ôU Œ#ԈР° ÐßA€Cs) °° xdE°y xAßÔ#†Xø”XX Xø”#Ôœ(3¯$§§Ý ƒ!ÝÝ  ÝåY'°™‚÷‚3|xÿU‹ÿÀÀÀô\  `*Times New RomanTT dÝ ƒ!ÝÝ  ÝÓ?+Ü Ü4Œ ä <”ìDœôL¤ü!°œX?ÓÓ  Óò òñ’ñÖ€ÿÿÖñ’ñAPPENDIX€B.5Ð M ÐÌBART€PURCHASE€CARD€SYSTEMó óÐ -à ÐÓZÓò òÌ1.0à  àPURPOSE€AND€CONTENTó óÐ  À ÐÌà0  àThe€BART€purchase€card€system€provides€a€means€for€using€credit€cards€for€smallÏpurchases.Ð (#(# ÐÌà0  àThe€regulations€governing€the€use€of€the€BART€purchase€cards€are€set€forth€in€theÏDistrict's€Procurement€Manual,€Chapter€V,€Section€[.]€Micropurchase€procedures€andÏother€related€sections.Ð (#(# ÐÌà0  àThe€system€contains€specific€procedures€for€use€by€procurement€personnel€as€well€as€aÏwide€range€of€individuals€who€participate€in€the€purchase€card€program.€These€proceduresÏintegrate€diverse€regulatory€and€operational€information€from€numerous€sources€in€a€user„¼oriented€document.€Ð (#(# ÐÌà0  àThe€Supervisor,€Procurement€Administration€has€been€designated€by€the€DepartmentÏManager,€Procurement€as€the€focal€point€for€applications,€issuance€and€destruction€ofÏcards,€establishment€of€reports,€and€administrative€training€for€this€Program.€Ð (#(# ÐÌò ò2.0à  àINTRODUCTIONó óÐ í  ÐÌà0  àThe€State€of€California€("State")€has€awarded€a€contract€for€statewide€commercial€creditÏcard€services€to€Rocky€Mountain€BankCard€System,€Inc.€("contractor").€The€contract€wasÏintended€to€provide,€at€the€request€of€state€ordering€agencies,€state„wide€commercialÏpurchase€cards€and€associated€services€to€state€employees€for€the€purpose€of€paying€forÏpurchases€made€for€official€state€purposes.Ð (#(# ÐÌà0  àIn€1995,€the€State€made€these€services€available€to€any€of€its€political€subdivisions€ofÏwhich€BART€as€a€public€utility€district€qualifies€for€participation€in€the€program.€On€JulyÏ1,€1996,€the€District€commenced€its€program€and€issued€these€procedures.Ð (#(# ÐÌà0  àThese€procedures€are€designed€to€supplement€the€District's€Procurement€Manual€and€anyÏ"Instructions€for€the€Use€of€the€District€Purchase€Card"€distributed€to€the€cardholder€andÏ"Approving€Official€Instructions€for€the€Use€of€the€District€Purchase€Card"€distributed€toÏthe€approving€official€at€the€time€the€card€is€issued.€In€the€event€these€procedures€conflictÏwith€any€instructions€provided€by€the€contractor,€these€procedures€take€precedent.€Ð (#(# ÐÌà0  àALL€PURCHASES€THAT€WILL€BE€PAID€FOR€USING€THE€CARD€SHALLÏCOMPLY€WITH€BART'S€PROCUREMENT€MANUAL€AND€THESE€PROCEDURESÏUNLESS€OTHERWISE€APPROVED€BY€BART'S€PROCUREMENT€DEPARTMENT.Э-`'*(#(# ЇР M Ðò ò3.0à  àDEFINITIONSó óÐ M ÐÌà0  à"Approving€Official"€means€the€person€who€reviews€and€approves€the€cardholder'sÏmonthly€statement€of€purchases.Ð (#(# ÐÌà0  à"Cardholder"€means€the€District€employee€to€whom€a€card€is€issued.€The€card€bears€thisÏcardholder's€name€and€may€only€be€used€by€this€individual€to€pay€for€authorized€DistrictÏpurchases.Ð (#(# ÐÌà0  à"Contractor"€means€the€organization€that€will€maintain€all€accounts€as€required€by€theÏState€contract.€Ð (#(# ÐÌà0  à"Oral€procedure"€means€a€procedure€where€an€order€is€placed€or€a€purchase€is€madeÏthrough€an€oral€agreement€which€is€made€in€person€or€by€telephone€by€providing€the€cardÏfor€imprint€by€the€Merchant€or€the€card€number€to€the€Merchant.€No€written€purchaseÏorder€or€contract€is€issued€by€the€District.€The€supplies€or€services€are€provided€by€theÏMerchant€and€payment€is€made€using€the€District€Purchase€card.Ð (#(# ÐÌà0  à"Statement€of€Account"€is€a€monthly€listing€of€all€payments€authorized€for€purchase€andÏcredits€made€by€the€cardholder€and€billed€by€the€merchant.€Ð (#(# ÐÌò ò4.0à  àRESPONSIBILITIESÐ ý° Ðó óÌò ò4.1à0  àó óAs€approved€by€the€Procurement€Department,€the€contractor€will€issue€cards€toÐ Ý Ðdesignated€cardholders€and€send€out€monthly€statements€to€cardholders,€approvingÏofficials,€and€the€District€Controller's€office.€The€contractor€will€pay€merchants€in€aÏtimely€manner€and€will€receive€reimbursement€from€BART.€Ð (#(# ÐÌò ò4.2ó óà0  àThe€Supervisor,€Procurement€Administration€will€serve€as€the€liaison€between€the€DistrictÐ  @ Ðand€the€contractor€and€subject€to€the€direction€of€the€Department€Manager,€Procurement,Ïshall€oversee€the€program€and€establish€District€guidelines.€This€individual€shall€establishÏauthorization€codes€for€controlling€purchases€as€well€as€approve€changes€to€dollarÏlimitations€or€authorized€merchant€codes.€Ð (#(# ÐÌò ò4.3à0  àó óEach€cardholder€is€to€reconcile€his/her€monthly€statement€and€forward€the€reconciledÐ -&à" Ðstatement€to€his/her€approving€official€consistent€with€instruction€issued€by€ProcurementÏAdministration.Ð (#(# ÐÌò ò4.4ó óà0  àThe€approving€official€will€review€the€cardholder's€monthly€statement€and€serve€asÐ í) #& Ðliaison€with€Procurement€Administration€and€the€Controller's€Office.€Each€approvingÏofficial€shall€establish,€after€coordination€with€Procurement€Administration,€a€budgetaryÏlimit€for€each€cardholder's€monthly€purchases.€Ð (#(# ÐÐ ­-`'* Ðà0  àTHE€SPONSORING€DEPARTMENT'S€CONTINUING€PARTICIPATION€IN€THISÏPROGRAM€IS€PREDICATED€UPON€MAINTAINING€EXPENDITURES€WITHINÏOPERATING€BUDGET€LIMITS.€Ð (#(# ÐÌà0  àFAILURE€TO€DO€SO€WILL€CAUSE€THIS€MICROPURCHASE€AUTHORITY€TO€BEÏREVOKED€BY€THE€PROCUREMENT€DEPARTMENT.€Ð (#(# ÐÌà0  àThe€approving€official€will€certify€the€cardholder's€monthly€statements€and€ensure€thatÏpayments€are€for€purchases€which€are€authorized€and€made€in€accordance€with€theÏDistrict's€Procurement€Manual€and€these€procedures.Ð (#(# ÐÌà0  àThe€approving€official€will€also€assist€the€cardholder€in€resolving€disputed€payments.€Ð (#(# ÐÌà0  àEither€the€approving€official€or€the€Department€Manager,€Procurement€has€authority€toÏdirect€Procurement€Administration€to€instruct€the€contractor€to€cancel€a€card€at€any€time.Ð (#(# ÐÌò ò4.4.1ó óà0  àThis€approving€authority€nominally€rests€with€the€Sponsoring€or€Using€DepartmentÐ M ÐManager€and€may€not€be€further€redelegated€other€than€for€temporary€absences€withoutÏthe€concurrence€of€the€Department€Manager,€Procurement.€Ð (#(# ÐÌà0  àGenerally,€this€authority€should€be€redelegated€where€the€Division€Manager€functionÏoversees€50€employees€or€more.€Any€such€redelegation€on€a€standing€basis€such€asÏmentioned€above,€must€be€reviewed€at€least€semi„annually€by€the€supervisor€as€part€ofÏemployees€performance€evaluation.€Any€pertinent€information€coming€out€of€theseÏreviews€should€be€separately€summarized€and€transmitted€to€the€Procurement€DepartmentÏfor€their€review.Ð (#(# ÐÌò ò4.5ó óà0  àProcurement€Administration€shall€establish€a€budgetary€limit€for€each€office€that€does€notÐ P Ðexceed€the€sum€of€the€approving€official's€cardholders'€monthly€purchase€limits.€ThisÏshould€be€reviewed€quarterly€and€adjusted€if€necessary€to€reflect€the€cardholders'€actualÏspending€patterns€and€minimize€the€risk€to€the€District€of€a€spending€overrun€in€the€fourthÏquarter€of€the€then€current€fiscal€year.Ð (#(# ÐÌà0  àProcurement€Administration€shall€also€coordinate,€process€and€monitor€resolution€of€allÏdisputed€purchases,€credits€or€billing€errors,€unless€the€Department€Manager,ÏProcurement€designates€another€individual€or€office€to€perform€this€function.€Ð (#(# ÐÌò ò4.6ó óà0  àDistrict€Controller's€Office€shall€answer€the€contractor's€questions€about€payment€ofÐ ý(°"% Ðmonthly€statements€as€well€as€make€payments€under€this€program.€Ð (#(# ÐÌò ò5.0à  àUSE€OF€THE€DISTRICT€PURCHASE€CARDó óÐ Í+€%( ÐÌò ò5.1ó óà0  àThe€Purchase€card€may€be€used€to€pay€for€small€purchases€made€in€accordance€withÐ ­-`'* ÐChapter€V€of€the€District's€Procurement€Manual€and€these€procedures.€It€may€also€be€usedÏto€pay€for€orders€placed€against€established€requirements€contracts€or€with€establishedÏsources€of€supply,€when€authorized€by€the€contract€or€regulation€requiring€use€of€theÏsource.€However,€District€inventories€should€be€checked€for€availability€prior€to€making€aÏpurchase€using€the€card.€Ð (#(# ÐÌò ò5.2ó óà0  àThe€Purchase€card€can€be€used€to€pay€for€supplies€or€services€acquired€using€oralÐ í   Ðsolicitation€procedures.€It€may€also€be€used€to€pay€for€supplies€or€services€that€areÏacquired€through€a€purchase€order€or€an€individual€order€under€a€requirements€contractÏwhere€the€contract€specifically€allows€such€payment€method.€Ð (#(# ÐÌò ò5.3ó óà0  àWithout€exception,€the€Purchase€card€may€only€be€used€to€pay€for€authorized€DistrictÐ P  Ðpurchases.Ð (#(# ÐÌò ò5.4ó óà0  àUnder€no€circumstances,€will€the€Purchase€card€be€used€for€cash€advances.Ðm (#(# ÐÌò ò6.0à  àSETTING€UP€THE€PURCHASE€CARD€ACCOUNTó óÐ M ÐÌà0  àThe€contractor€will€provide€Procurement€Administration€with€all€the€necessaryÏapplication€forms€(cardholder,€approving€official,€disputes,€destruction€notice€etc.).€Ð (#(# ÐÌà0  àThe€Sponsoring€Department€will€request€that€Procurement€issue€purchase€card(s)€toÏnamed€District€employee(s)€and€assure€funding€of€such€purchases€by€using€the€BulkÏfunding€procedure€in€BART's€Procurement€Manual,€ChapterV.Ð (#(# ÐÌà0  àSubject€to€the€procurement€authority€delegation€procedures€in€the€Procurement€Manual,ÏChapterI,€Procurement€Administration€will€distribute€the€forms€to€selected€cardholdersÏand€approving€officials€for€completion.€Ð (#(# ÐÌà0  àThe€Cardholder(s)€and€Approving€Official€will€complete€the€forms€indicating€theyÏunderstand€the€terms€of€its€use€and€will€agree€to€abide€by€these€procedures.€The€cards€areÏissued€for€a€one€year€period€and€will€be€subject€to€review€by€the€Procurement€DepartmentÏeach€year€prior€to€renewal.€(Other€organizational€functions€at€BART,€such€as€InternalÏAudit€or€Civil€Rights,€may€review€usage€of€the€purchase€card€by€the€SponsoringÏDepartment.)€Ð (#(# ÐÌà0  àUpon€completion,€Procurement€Administration€shall€process€and€forward€the€forms€to€theÏcontractor€and€then€issue€the€cards€to€the€sponsoring€department€when€received.Ð (#(# ÐÌà0  àThe€contractor€is€capable€of€providing€various€reports€to€meet€management€andÏadministrative€needs.€During€the€account€setup€process,€Procurement€Administration€willÏdiscuss€the€various€reports€available€with€Sponsoring€Department€management€personnel.€Ð (#(# Ðò òÐ ­-`'* Ð7.0à  àSIGNATURE€CARDSó óÐ M ÐÌà0  àWhen€the€account€information€is€submitted€to€Procurement€Administration,€a€signatureÏcard€must€be€completed€by€each€approving€official€that€states€the€approving€official€mayÏapprove€the€accuracy€of€the€Statement€of€Account€for€payment.€The€signature€card€will€beÏforwarded€to€the€Controller's€office€by€Procurement€Administration€after€completion.€Ð (#(# Ðà0  àÐ (#(# Ðà0  àSponsoring€departments€are€responsible€for€delegating€Approving€Official€authority€asÏnecessary€to€avoid€statement€processing€delays€and€late€payment€penalties.Ð (#(# Ðò òÌ8.0à  àDOLLAR€LIMITS€ASSOCIATED€WITH€THE€PURCHASE€CARDó óÐ ­`  ÐÌà0  àUse€of€the€purchase€card€by€a€cardholder€is€subject€to€a€single€purchase€limit€and€aÏmonthly€cardholder€limit.€The€purpose€of€these€dollar€limits€is€as€followsÐ (#(# ÐÌà0  à"Single€Purchase€Limit"€is€a€limitation€on€the€procurement€authority€("micropurchaseÏauthority")€delegated€to€the€cardholder€by€the€Department€Manager,€ProcurementÏconsistent€with€the€requirements€of€the€District's€Procurement€Manual,€Chapter€I.€ThisÏlimit€cannot€be€exceeded€unless€a€revised€delegation€of€authority€is€issued€by€theÏDepartment€Manager,€Procurement€or€his€or€her€designee,€raising€the€limit.€Ð (#(# ÐÌà0  à(A€"single€purchase"€using€the€card€may€include€multiple€items.€However,€no€singleÏpurchases€may€exceed€the€authorized€single€purchase€limit€established€for€eachÏcardholder.)Ð (#(# ÐÌà0  à"Monthly€Cardholder€Limit"€is€a€budgetary€limit€assigned€by€the€approving€official€andÏmay€be€modified€if€necessary€by€the€Procurement€Department.€The€approving€officialÏshall€coordinate€with€Procurement€Administration€when€determining€a€monthly€limit€andÏshould€reflect€spending€history€as€well€as€budgetary€trends.€The€total€dollar€value€ofÏpurchases€when€using€the€card€for€any€single€month€may€not€exceed€the€monthlyÏpurchase€limit€set€by€the€approving€official€subject€to€concurrence€by€the€ProcurementÏDepartment.Ð (#(# Ðò òÌ9.0à  àAUTHORIZED€USE€OF€THE€CARDó óÐ =%ð! Ðò òÌ9.1ó óà0  àThe€unique€Purchase€card€VISA€card€that€the€cardholder€receives,€may€be€used€only€byÐ 'Ð # Ðthat€cardholder.€Ð (#(# Ðò òÌ9.2ó óà0  àNo€other€person€is€authorized€to€use€the€card€and€the€card€may€only€be€issued€to€DistrictÐ í) #& Ðemployees.€The€card€was€specially€designed€showing€the€District€logo€imprinted€upon€itÏto€avoid€being€mistaken€for€a€personal€purchase€card.Ð (#(# Ðò òÌ9.3ó óà0  àWhen€issuing€this€card€to€an€employee,€authorization€codes€will€be€established€byÐ ­-`'* ÐProcurement€Administration€and€will€be€incorporated€in€the€card.€Under€normalÏcircumstances,€merchants€are€required€to€obtain€authorization€from€the€contractor€forÏpurchases€over€$50.00.€However,€many€merchants€now€use€electronic€authorizationÏmethods€allowing€them€to€obtain€authorization€for€all€purchases€regardless€of€amount.€Ð (#(# ÐÌà0  àWhen€authorization€is€sought€for€a€purchase€by€the€merchant,€the€contractor€authorizationÏsystem€will€electronically€check€each€individual€cardholder's€single€purchase€andÏmonthly€limits,€the€monthly€office€limit,€and€the€type€of€merchant€where€the€cardholder€isÏmaking€the€purchase€before€authorization€for€the€transaction€will€be€granted.Ð (#(# Ðò òÌ9.4€ó óà0  àUse€of€the€card€must€meet€the€following€conditions:Э` (#(# ÐÌà0  à(1)€The€total€of€a€single€purchase€to€be€paid€for€using€the€card€may€be€comprised€ofÏmultiple€items€and€cannot€exceed€the€authorized€single€purchase€limit.€Purchases€will€beÏdenied€if€the€authorized€single€purchase€limit€is€exceeded.€Payment€for€purchases€may€notÏbe€split€in€order€to€stay€within€the€single€purchase€limit.€Ð (#(# ÐÌà0  à(2)€All€items€purchased€over€the€counter€to€be€paid€for€using€the€card€must€beÏimmediately€available.€No€back€ordering€is€allowed€as€well€as€deposits€for€special€orders.€Ð (#(# ÐÌà0  à(3)€All€items€purchased€by€a€telephone€order€that€will€not€be€confirmed€with€a€writtenÏorder€and€be€paid€for€using€the€card€should€generally€be€delivered€by€the€merchant€withinÏthe€30„day€billing€cycle.€However,€a€longer€period€(up€to€120€days€for€delivery)€may€beÏutilized€by€Sponsoring€Departments.€If€the€longer€period€is€elected,€procedures€need€to€beÏestablished€by€the€Sponsoring€Department€for€proper€reconciliation€of€the€monthly€bills,Ïallowing€for€the€carrying€forward€of€items€ordered€but€not€received.Ð (#(# ÐÌà0  à(4)€All€items€purchased€during€one€telephone€transaction€that€will€not€be€confirmed€by€aÏwritten€order€should€generally€be€delivered€in€a€single€delivery.€If€a€SponsoringÏDepartment€elects€to€allow€partial€deliveries,€Sponsoring€Department€procedures€must€beÏimplemented€to€ensure€proper€reconciliation€of€all€such€orders.Ð (#(# ÐÌà0  à(5)The€Purchase€card€may€not€be€used€to€purchase€personal€property€items€over€$1,000€inÏvalue€unless€purchased€with€the€Controller's€office€concurrence€prior€to€purchase;€so€theÏproper€tagging€can€be€done€and€the€required€accountability€established.€Ð (#(# ÐÌà0  à(6)€When€purchasing€items€by€phone€or€over€the€counter,€the€cardholder€should€informÏthe€merchant€that€the€purchase€is€subject€to€state€and€local€tax.€Contact€the€Controller'sÏoffice€for€questions€in€this€area.Ð (#(# ÐÌà0  à(7)€At€the€beginning€of€each€District€fiscal€year€and€prior€to€the€use€of€the€purchase€cards,Ïthe€Sponsoring€Department€shall€certify€that€funds€as€available€using€the€bulk€fundingÏprocedures€in€the€District's€Procurement€Manual,€Chapter€V.Э-`'*(#(# Ðò òÌ10.0à  àUNAUTHORIZED€USE€OF€THE€CARDó óÐ =ð ÐÌà0  àUnless€otherwise€approved€in€writing€by€the€Department€Manager,€Procurement,€the€cardÏmust€not€be€used€for€the€following:Ð (#(# ÐÌà0  à(1)€Cash€advances;Ð (#(# ÐÌà0  à(2)€Rental€or€lease€of€motor€vehicles;Ð (#(# ÐÌà0  à(3)€Rental€or€lease€of€land€or€buildings;Ð (#(# ÐÌà0  à(4)€Purchase€of€airline,€bus,€train,€or€other€travel€related€tickets;Ð (#(# ÐÌà0  à(5)€Purchase€of€meals,€drinks,€lodging,€or€other€travel€or€subsistence€costs;Ð (#(# ÐÌà0  à(6)€Purchase€of€gasoline€or€oil€for€District€automotive€vehicles;Ð (#(# ÐÌà0  à(7)€Repair€of€District€automotive€vehicles;€andÐ (#(# Ðà0  àÐ (#(# Ðà0  à(8)€Telephone€calls€Ð (#(# Ðò òÌ11.0à0  àACQUISITION€PROCEDURES€FOR€USE€WHEN€PAYING€WITH€THEÐ í  ÐPURCHASE€CARDó óÐÝ(#(# Ðò òÌ11.1ó óà0  àWhen€making€purchases€that€will€be€paid€for€using€the€Purchase€card,€all€the€applicableÐ ½p Ðacquisition€regulations€apply.€Regardless€of€whether€the€open€market€purchase€is€madeÏusing€oral€procedures€or€using€a€written€purchase€order€or€contract,€the€cardholder€must:Ð (#(# ÐÌà0  à(1)€Ensure€that€funds€are€available€and€certified€to€pay€for€the€items€being€purchased.€AÏfunded€Purchase€Request€(PR)€shall€support€each€credit€card€purchase.€The€PR€may€beÏbulk€funded.Ð (#(# ÐÌà0  à(2)€Be€aware€of€the€District's€commitment€to€DBE€firms€and€they€will€be€heldÏaccountable€for€their€DBE€participation€during€the€fiscal€year.Ð (#(# ÐÌà0  à(3)€Solicit€competition€for€purchases€Ð (#(# Ðò òÌ11.2.1ó óà0  àUsers€should€be€aware€that€it€is€common€commercial€practice€for€banks€to€chargeÐ í) #& Ðmerchants€for€their€participation€in€purchase€card€programs€by€"discounting"€theirÏpayment€by€2€to€as€much€as€15%€of€the€total€charge.€A€$100€bill€to€the€customer€and€paidÏto€the€bank€in€a€monthly€statement€may€only€represent€$98€to€$85€in€actual€revenue€to€theÏmerchant€from€the€bank.€Merchants€are€aware€of€this€and€restrained€only€by€competition,Ð ­-`'* Ðwill€adjust€their€pricing€to€reflect€these€costs;€or€they€will€offer€their€customers€a€cashÏdiscount.€Ð (#(# Ðò òÌ11.2.2ó óà0  àIt€is€against€District€policy€to€pay€any€type€of€a€"surcharge"€to€a€Merchant,€offsetting€theÐ  Ð Ðbank€discount.€Likewise,€users€should€not€agree€to€a€Merchant's€request€to€revise€the€priceÏabove€what€the€general€public€pays€for€an€item€in€order€to€make€up€for€the€bank'sÏdiscount.Ð (#(# ÐÌò ò11.3.1ó óà0  àUsers€should€also€be€aware€that€proper€functioning€of€this€program€rests€upon€timelyÐ Í € Ðpayments€to€the€Contractor.€Disputes€should€be€handled€through€the€Merchant,€not€theÏContractor.€Users€must€know€the€refund,€exchange€and€warranty€terms€offered€by€theÏMerchant€prior€to€making€the€purchase.€Adjustment€of€purchases€of€defective€materialsÏfrom€merchants€is€the€responsibility€of€the€sponsoring€department€and€not€theÏProcurement€Department,€or€the€Contractor.Ð (#(# ÐÌò ò11.3.2ó óà0  àIt€is€District€policy€to€purchase€goods,€materials,€or€equipment€only€from€those€MerchantsÐ ] Ðthat€offer€the€District€full€refund€or€exchange€rights€at€the€District's€discretion.€Such€rightsÏshall€be€in€writing,€either€transmitted€to€the€District€employee,€or€otherwise€publiclyÏnoticed.Ð (#(# ÐÌò ò11.4ó óà0  àOral€solicitations€should€be€used€whenever€possible€within€the€local€trade€area.€"LocalÐ  À Ðtrade€area"€is€defined€as€the€three€county€area€that€encompasses€the€District.Ð (#(# Ðò òÌ11.5ó óà0  àWritten€solicitations€are€recommended€to€be€used€when€(I)€a€large€number€of€line€itemsÐ Ý Ðare€included€in€a€single€proposed€acquisition,€(ii)€obtaining€oral€quotations€is€notÏconsidered€economical€or€practical,€(iii)€special€specifications€are€required€because€itemsÏor€services€cannot€be€easily€explained€or€(iv)€Merchants€are€located€outside€the€local€tradeÏareaÐ (#(# Ðò òÌ11.6ó óà0  àPurchases€not€in€excess€of€$2,500€may€be€accomplished€without€securing€competition€ifÐ }!0 Ðthe€cardholder€(functioning€as€the€contracting€officer)€considers€the€prices€to€beÏreasonable.€Ð (#(# ÐÌò ò11.6.1ó óà0  àGenerally€speaking,€the€District's€pricing€objective€in€making€micropurchases,€is€to€obtainÐ =%ð! Ðthe€same€price€that€the€general€public€would€pay€for€the€item€if€they€were€buying€such€anÏitem€in€similar€circumstances€and€quantities.€Ð (#(# ÐÌà0  àIf€the€item€is€not€a€broadly€distributed€commercial€product,€then€the€District's€pricingÏobjective€is€to€achieve€the€same€terms€as€that€of€the€Merchant's€most€favored€customer€ifÏpossible.Ð (#(# Ðò òÌ11.6.2ó óà0  àThese€purchases€are€to€be€distributed€equitably€among€qualified€Merchants€by€means€ofÐ ½,p&) ÐMerchant€rotation.€If€practical,€other€than€the€previous€Merchant€should€be€solicited€whenÐ ­-`'* Ðplacing€repeat€orders.Ð (#(# Ðò òÌ11.7ó óà0  àA€reasonable€number€of€sources€must€be€solicited€(at€least€three)€for€purchases€overÐ -à Ð$2,500.€If€practical,€two€of€these€sources€shall€not€have€been€previously€solicited.€IfÏmerchants€furnish€standing€price€quotations€or€catalog€prices€on€a€recurring€basis,Ïverifying€the€quotations€or€prices€for€individual€purchases€is€not€necessary,€but€the€pricesÏshould€be€periodically€confirmed€as€current.€When€determining€the€number€of€sources€toÏsolicit,€consider€(I)€the€nature€of€the€item€or€service€to€be€purchased€and€whether€it€isÏhighly€competitive,€(ii)€information€from€recent€purchases€of€the€same€or€similar€item€orÏservice,€(iii)€the€urgency€of€the€purchase,€(iv)€the€dollar€value€of€the€purchase,€and€(v)Ïpast€experience€concerning€merchants'€prices.Ð (#(# ÐÌò ò11.8ó óà0  àCardholders€are€not€required€to€document€their€purchases€under€$2,500€with€respect€toÐ @  Ðcompetition€or€reasonableness€of€price€unless€(1)€The€District€employee€has€reasonableÏbasis€to€suspect€or€has€other€information€to€indicate€the€price€may€not€be€reasonable€or€(2)Ïit€is€the€purchase€of€an€item€for€which€no€comparable€pricing€information€is€available.€Ð (#(# ÐÌà0  àThe€monthly€invoice€approval€package€transmitted€to€the€approving€official€must€containÏan€explanation€of€how€price€reasonableness€was€determined€in€those€instances.Ð (#(# ÐÌò ò11.9ó óà0  àOral€Purchase€ProceduresÐ À(#(# ÐÌà0  àOral€procedures€may€be€used€to€acquire€supplies€or€services€that€can€be€described€inÏsufficient€detail€so€that€the€parties€to€the€agreement€have€a€clear€understanding€of€what€isÏbeing€acquired;€and€a€purchase€order€or€contract€is€not€required€by€either€the€Merchant€orÏthe€District.€Ð (#(# ÐÌà0  àWhen€placing€a€telephone€order€to€be€paid€using€the€Purchase€card,€the€cardholder€will:€Ð (#(# ÐÌà0  à(1)€Notify€the€Merchant€that€the€purchase€is€subject€to€state€and€local€taxes.€Ð (#(# ÐÌà0  à(2)€Confirm€that€the€Merchant€is€aware€of€all€required€District€terms€and€conditions.Ð (#(# ÐÌà0  à(3)€Confirm€that€the€Merchant€agrees€to€charge€the€purchase€card€when€shipment€is€madeÏso€that€receipt€of€the€supplies€may€be€certified€on€the€monthly€Statement€of€Account.Ð (#(# ÐÌà0  à(4)€Instruct€the€Merchant€to€include€the€following€information€with€the€shippingÏdocuments€or€packing€slip:Ð (#(# ÐÌà0  àà0` (#(#à(i)€Cardholder€name€and€mail€code;Ð ` (#` (# ÐÌà0  àà0` (#(#à(ii)€Building€number,€room€number,€street€address,€city€and€state;Ð ` (#` (# ÐÐ ­-`'* Ðà0  àà0` (#(#à(iii)€Cardholder€telephone€number;Ð ` (#` (# ÐÌà0  àà0` (#(#à(iv)€The€term:€Purchase€card;Ð ` (#` (# ÐÌà0  àà0` (#(#à(v)€Purchase€Request€or€Purchase€Order€Number.Ð ` (#` (# ÐÌà0  àThis€information€will€alert€the€receiving€offices€and€the€requisitioner€that€the€suppliesÏhave€been€purchased€with€the€purchase€card.Ð (#(# ÐÌà0  àA€log€should€be€used€to€document€or€record€telephone€purchase€card€orders€of€$2,500€orÏless€when€competitive€quotes€are€not€solicited.€If€competitive€quotes€are€solicited€forÏpurchases€of€$2,500€or€less,€or€if€the€purchase€exceeds€$2,500€and€therefore€requiresÏcompetition€(Procurement€staff€only),€the€record€shall€be€documented.Ð (#(# ÐÌà0  àThe€documentation€should€be€held€until€the€monthly€billing€statement€is€received€andÏthen€attached€to€the€statement€when€it€is€submitted€to€the€approving€official.€Ð (#(# Ðò ò11.10à0  àó óPurchases€Requiring€the€Issuance€of€a€Written€Order€or€ContractÐM(#(# ÐÌà0  àIf€the€Purchase€card€is€used€to€pay€for€a€purchase€made€by€using€one€of€the€purchaseÏorder€or€contract€forms,€the€Merchant€should€be€provided€the€necessary€information€fromÏthe€card€orally,€either€in€person€or€by€telephone,€and€the€statement€"Payment€to€be€madeÏby€purchase€card"€should€be€inserted€on€the€form.€Do€not€include€specific€informationÏfrom€the€card€on€the€purchase€order.€If€the€Merchant€requires€an€order,€an€authorizedÏSponsoring€Department€form€may€be€used.€The€Merchant€is€given€its€copy€of€theÏpurchase€order€and€the€cardholder€maintains€a€copy.€Ð (#(# Ðò òÌ12.0à0  àDOCUMENTATION,€RECONCILIATION€AND€PAYMENT€PROCEDURES:ó óЭ`(#(# ÐÌò ò12.1ó óà0  àAny€time€a€purchase€is€made€that€will€be€paid€using€the€card,€whether€it€is€done€over€theÐ  @ Ðcounter€or€by€telephone,€a€document€must€be€retained€as€proof€of€purchase.€TheseÏdocuments€will€later€be€used€to€verify€the€purchases€shown€on€the€cardholder€monthlyÏstatement.Ð (#(# ÐÌà0  à(1)€When€a€purchase€is€made€over€the€counter,€the€cardholder€is€to€obtain€a€customerÏcopy€of€the€charge€slip,€which€will€become€the€accountable€document€(make€sure€allÏcarbons€are€destroyed).Ð (#(# ÐÌà0  à(2)€When€making€purchases€by€phone,€the€cardholder€is€to€document€the€transaction€on€aÏlog,€annotate€the€PR,€and€attach€any€shipping€documents€associated€with€the€order.Ð (#(# ÐÌò ò12.2ó óà0  àThe€contractor€will€provide€and€distribute€three€monthly€statements€within€five€workingÐ Í+€%( Ðdays€after€the€end€of€the€30„day€billing€cycle.Ð (#(# ÐÐ ­-`'* Ðà0  à(1)€Cardholder€„€will€receive€a€statement€showing€all€purchases,€credits€and€other€data€onÏtransactions€the€cardholder€has€made€in€the€30„day€billing€cycle.Ð (#(# ÐÌà0  à(2)€Approving€official€„€will€receive€a€copy€of€all€cardholder€statements€for€which€he/sheÏhas€approving€authority€and€a€summary€sheet€for€these€statements.Ð (#(# ÐÌà0  à(3)€Controller's€Office€„€will€receive€a€statement€providing€summary€data€by€cardholderÏand€approving€official.Ð (#(# Ðà0  àÐ (#(# Ðò ò12.3ó óà0  àAt€the€end€of€each€monthly€billing€cycle,€the€cardholder€must€reconcile€the€informationÐ ½p  Ðon€his/her€statement.€The€cardholder€must€fill€in€the€appropriate€accounting€classificationÏin€the€accounting€code€block,€if€not€the€same€as€the€Master€Accounting€Code,€theÏorganization€or€individual€for€whom€the€purchase€was€made,€and€a€description,€if€notÏprovided,€for€each€purchase.€The€cardholder€must€then€sign€the€statement,€attach€allÏsupporting€documentation€and€forward€it€to€the€approving€official€or€designated€alternate.ÏIt€is€important€that€the€cardholder€check€each€purchase€on€the€statement€to€verify€theÏaccuracy.€If€an€item€has€been€returned€and€a€credit€voucher€received,€the€cardholder€willÏverify€that€the€credit€is€reflected€on€the€statement.€If€purchased€items€and€credits€are€notÏon€the€next€monthly€statement,€the€transaction€documentation€will€be€retained€by€theÏcardholder€until€the€purchase€or€credit€appears€on€the€statement.€If€the€purchase€or€creditÏdoes€not€appear€on€the€next€monthly€statement,€the€cardholder€or€approving€official€mustÏnotify€the€Administrative€Office€Contact€to€resolve€and€reconcile€the€statement.Ð (#(# Ðò òÌ12.4ó óà0  àIf€for€some€reason€the€cardholder€does€not€have€documentation€of€the€transaction€to€sendÐ Ý Ðwith€the€statement,€he/she€must€attach€an€explanation€that€includes€a€description€of€theÏitem,€date€of€purchase,€merchant's€name€and€why€there€is€not€supporting€documentation.€Ð (#(# ÐÌò ò12.5ó óà0  àThe€cardholder€must€sign€the€monthly€statement€and€forward€it€to€the€approving€officialÐ P Ðwithin€five€working€days€of€receipt.€If€the€cardholder€cannot€review€the€statement€at€theÏtime€that€it€is€received,€the€approving€official€is€responsible€for€reviewing€and€certifyingÏthe€cardholder's€statement.€The€approving€official€will€go€over€the€cardholder's€statementÏwith€the€cardholder€upon€his/her€return.Ð (#(# ÐÌò ò12.6ó óà0  àThe€approving€official€is€responsible€for€the€following:Ð=%ð!(#(# ÐÌà0  à(1)€Supplying€the€appropriate€financial€management€office€with€the€date€servicesÏprovided€by€the€contractor€were€received€and€the€date€services€were€accepted.€The€dateÏservices€were€received€will€be€the€last€day€of€the€monthly€billing€cycle€for€the€contractor.ÏThe€date€services€were€accepted€will€be€the€date€the€approving€official€signs€the€reverseÏside€of€the€statement€of€account.€If€the€approving€official€takes€more€than€seven€calendarÏdays€to€accept€the€services,€acceptance€(for€determining€payment€due€date€for€complianceÏwith€prompt€payment€regulations€only)€will€be€deemed€to€occur€seven€calendar€days€afterÏreceipt€of€the€services.€If€any€purchased€items€have€not€been€received€or€accepted€by€›theÐ ­-`'* Ðtime€the€statement€is€received,€the€items€should€be€disputed€using€the€procedures€inÏparagraph€13,€in€order€to€prevent€payment€delays.€It€is€critical€that€this€information€beÏsupplied€in€order€to€avoid€late€payment€penalties.Ð (#(# ÐÌà0  à(2)€Certifying€and€signing€monthly€cardholder„signed€statements€and€summaryÏstatements;Ð (#(# ÐÌà0  à(3)€Forwarding€signed€cardholder€statements€and€finance€copies€of€receiving€reports€andÏsupporting€documents€to€the€District's€Controller's€office€for€payment.Ð (#(# ÐÌà0  à(4)€Forwarding€monthly€summary€statements,€and€the€cardholder€statements€to€theÏDistrict€Controller's€office€in€time€to€be€received€within€15€working€days€of€receipt€by€theÏapproving€official€to€avoid€late€payment€penalties;Ð (#(# ÐÌà0  à(5)€Retaining€copies€of€summary€statements€and€fund€certification,€solicitation€and€awardÏdocumentation€as€supporting€documentation€on€purchases.€Records€retention€andÏdisposition€procedures€in€BART's€Procurement€Manual,€Chapter€V,€should€be€followedÏfor€documentation€of€purchases€paid€for€using€the€purchase€card.Ð (#(# Ðò òÌñ˜ñà0  àñ˜ñ13.0à  àBILLING€ERRORS€AND€DISPUTES:ó óÐ Ð Ðò òñ“ñà0  àñ“ññ”ñÐ (#(# Ðñ”ññ™ññ”ñà0  àñ”ññ™ñ13.1ó óà0  àIf€a€cardholder€receives€a€statement€that€lists€a€transaction€for€merchandise€that€has€notÐ ý° Ðbeen€received,€the€cardholder€(or€the€approving€official)€must€first€attempt€to€resolve€theÏissue€with€the€Merchant€Generally€speaking,€this€will€mean€that€the€bill€gets€paid€in€full,Ïincluding€the€disputed€charge€and€the€merchant€credit€will€clear€in€the€following€billingÏcycle€This€is€somewhat€of€a€departure€from€the€normal€business€practices€of€the€District.ÏThe€reason€is€the€administrative€effort€required€on€the€part€of€the€Contractor€,ÏProcurement€department€and€Controller's€office€to€track€disputed€items.€(See€also€11.3.1Ïand€11.3.2€of€this€Procedure€requiring€Sponsoring€departments€to€conduct€business€onlyÏwith€those€merchants€that€offer€full€refunds€or€exchanges.)Ð (#(# ÐÌà0  àñšññ•ñà0` (#(#àñ•ññšñIn€those€instances€where€these€procedures€are€not€effective,€Sponsoring€Departments€willÏnotify€Procurement€Administration€and€complete€the€Cardholder€Questioned€item€form.ÏThe€contractor€will€credit€the€transaction€until€the€dispute€is€resolved.€In€addition,€a€copyÏof€the€form€must€be€attached€to€the€cardholder's€monthly€statement€and€sent€to€theÏController's€office.Ð (#(# Ðò òÌñ›ññ—ñà0  àñ—ññ›ñ13.2ó óà0  àIf€items€purchased€with€the€card€are€found€to€be€defective,€the€cardholder€has€theÐ ý(°"% Ðresponsibility€to€obtain€replacement€or€correction€of€the€item€as€soon€as€possible€usingÏthe€same€procedures€in€Section€13.1€above.€(See€also€11.3.1€and€11.3.2€of€this€ProcedureÏrequiring€Sponsoring€departments€to€conduct€business€only€with€those€merchants€thatÏoffer€full€refunds€or€exchanges.)Ð (#(# ÐÐ ­-`'* Ðñœñà0  àñœñññà0  àññIf€the€merchant€refuses€to€replace€or€correct€the€faulty€item,€then€the€purchase€of€the€itemÏwill€be€considered€in€dispute.€Items€in€dispute€are€handled€in€the€same€manner€as€billingÏerrors.Ð (#(# ÐÌò ò13.3ó óà0  àIf€items€purchased€with€the€card€don't€include€the€appropriate€amount€of€sales€tax,€theÐ  À ÐSponsoring€Department€will€communicate€to€the€Controller's€office€with€the€monthlyÏbilling€that€the€sales€tax€needs€to€be€accrued€for€this€item.Ð (#(# ÐÌò ò14.0à0  àCONTACT€WITH€THE€CONTRACTORó óÐÍ €(#(# ÐÌà0  àThe€contractor€should€be€contacted€only€to€report€a€LOST€OR€STOLEN€card€using€theÏtelephone€numbers€given€below€in€Section€15.0.€All€other€questions€should€be€directed€toÏeither€Procurement€Administration€or€the€Controller's€office.Ð (#(# ÐÌò ò15.0à0  àLOST€OR€STOLEN€CARDSó óÐm (#(# Ðò òÌ15.1ó óà0  àIf€the€card€is€lost€or€stolen,€it€is€important€that€the€cardholder€immediately€notify€RockyÐ M ÐMountain€¢BankCard£€System,€Inc.,€at€the€following€numbers:Ð (#(# ÐÌà0  à(1)€24€hours€a€day,€7€days€a€week€(Ask€for€¢I.M.P.A.C.£€customer€service)€Ð (#(# ÐÌà0  àà0` (#(#à(A)1„800„227„6736€Ð ` (#` (# ÐÌà0  à(2)€Automated€authorization€service€number€for€use€by€merchants€only€Ð (#(# ÐÌà0  àà0` (#(#à(A)1€„€800€„€525€„€5093€Ð ` (#` (# Ðò òÌ15.2ó óà0  àThe€cardholder€must€also€notify€the€approving€official€of€the€lost€or€stolen€card€withinÐ P Ðone€workday€after€discovering€the€card€missing.€The€approving€official€must€also€notifyÏBART€Police€at€the€same€time€they€receive€notice.Ð (#(# ÐÌò ò15.3ó óà0  àThe€approving€official€shall€submit€a€written€report€to€Procurement€Administration€withinÐ ]# Ðfive€workdays.€The€report€will€include:Ð (#(# ÐÌà0  à(1)€the€card€numberÐ (#(# ÐÌà0  à(2)€the€cardholder's€complete€nameÐ (#(# ÐÌà0  à(3)€the€date€and€location€of€the€lossÐ (#(# ÐÌà0  à(4)€the€date€reported€to€BART€policeÐ (#(# Ðà0  àÐ (#(# Ðà0  à(5)€date€and€time€the€contractor€was€notifiedЭ-`'*(#(# Їœà0  à(6)€any€purchase(s)€made€on€the€day€the€card€was€lost/stolenÐ (#(# ÐÌà0  à(7)€any€other€pertinent€information€Ð (#(# Ðò òÌ15.4ó óà0  àA€card€that€is€subsequently€found€by€the€cardholder€after€being€reported€lost€or€stolen€willÐ  p Ðbe€cut€in€half€and€given€to€his/her€approving€official.€The€approving€official€willÏcomplete€the€destruction€notice€and€forward€the€notice€to€Procurement€AdministrationÏand€BART€Police.Ð (#(# ÐÌò ò16.0à0  àCARD€SECURITYó óÐÐ (#(# ÐÌà0  àIt€is€the€cardholder's€responsibility€to€safeguard€the€purchase€card€and€account€number€atÏall€times.€The€cardholder€must€not€allow€anyone€to€use€his/her€card€or€account€number.€AÏviolation€of€this€trust€will€require€that€the€card€be€withdrawn€from€the€cardholder€with€theÏpossibility€of€subsequent€disciplinary€action.Ð (#(# Ðò òÌ17.0ñƒñà  àñƒññ„ñà0  àñ„ñSEPARATION€OF€CARDHOLDERó óÐ`'°"%(#(# Ðñ…ñÌà0  àñ…ñUpon€separation€of€a€cardholder,€the€cardholder€must€surrender€the€card€to€his/herÏapproving€official€who€will€complete€the€destruction€notice€and€forward€the€notice€toÏProcurement€Administration.Ð (#(# Ðò òñ†ñÌñ†ññ‰ñÐ  -P(+ Ðñ‰ññ‰ñ1ñ‰ñ8.0ñ‡ñà  àñ‡ññˆñà0  àñˆñTRANSFER€OF€CARDHOLDER€TO€ANOTHER€APPROVING€OFFICIALа(#(# Ðó óñŠñÌà0  àñŠñIf€a€cardholder€is€transferred€to€another€Department€or€Division€with€a€differentÏapproving€official,€the€new€approving€official€must€determine€if€the€employee€willÏcontinue€to€be€a€cardholder€within€his/her€Department€or€Division.€If€it€is€determined€thatÏthe€card€should€be€kept€by€the€cardholder,€the€master€file€can€be€changed€by€requesting,Ïin€writing,€that€Procurement€Administration€have€the€contractor€add€the€cardholder€to€theÏnew€approving€official's€responsibility€and€delete€him/her€from€the€old€file€withoutÏissuing€a€new€card.ñ‹ñÐ (#(# Ðñ‹ñÌò ò19.0ñŒñà  àñŒñññà0  àññUNAUTHORIZED€PURCHASES€OR€CARELESS€USE€OF€THE€PURCHASEÐ `  ÐCARDó óÐP (#(# ÐñŽñÌà0  àñŽñA€cardholder€who€makes€unauthorized€purchases€or€carelessly€uses€the€card€may€be€liableÏto€BART€for€the€total€dollar€amount€of€unauthorized€purchases€made€in€connection€withÏthe€misuse€or€negligence.€Also,€the€cardholder€may€be€subjected€to€disciplinary€action€forÏunauthorized€or€careless€use.ññÐ (#(# ÐññÌññà0  àññBART€will€be€liable€for€the€use€of€Purchase€cards€by€authorized€users€(cardholders).Ð (#(# Ðñ‘ñÌñ‘ñ