5. County purchase card policy - Laserfiche WebLink

CASS COUNTY COMMISSION POLICY MANUAL SUBJECT: PURCHASE CARD POLICY 11.10 PAGE 3 OF 4 Returns, Credits, and Disputed Items The cardholder has the responsibility to follow up with the merchant or bank on any erroneous charges, disputed items, or returns as soon as possible. Disputed billings can result from failure to receive the goods charged, defective merchandise, incorrect amounts, duplicate chares, credit not processed, as well as fraud and misuse. If the cardholder has a problem with a purchased item or a billing resulting from the use of the purchasing card, they should attempt to reach a resolution with the supplier. In most cases, disputes may be resolved directly between the cardholder and the supplier. Credits: Referring to the cardholder receipt, request from the merchant to record a credit on the card account. If the item was shipped, refer to the shipping form. Returns: The supplier should issue credit for any item approved for return. The credit should appear on a subsequent statement. Returned items that were purchased with the purchasing card must be credited back to the card. Do not accept a refund in cash or check. Keep documentation of credits, returns, and exchanges. Disputed Items: If a resolution on a disputed charge cannot be reached with the supplier, notify the county auditor's office to work with the card company to resolve the dispute. Review Process The cardholder's supervisor or another designated employee (other than cardholder) should: . Review information submitted by cardholder. The amount of review will depend on a number of factors but the reviewer should, at a minimum, periodically compare receipts to the cardholder statement submitted by the cardholder. . Verify purchases are for use in county business. Sign cardholder statement to certify that purchases are for county business purposes and comply with appropriate rules and regulations to the best of the reviewer's knowledge. . Cardholder statements with original receipts must be turned into the county auditor's office.