[Adopted 9-24-2008 by Res. No. 2008-22]
The purpose of this policy is to establish procedures for a program using purchase/procurement cards (P-Card) to purchase goods and services in order to recognize an economic and financial benefit.
A. 
The County of York promotes the usage of P-Cards for authorized purchases in order to expedite purchases and reduce costs attributed to the procurement process. The P-Card program allows the County to take advantage of rebates that are earned based on total P-Card purchase volume.
B. 
It is the desire of the County of York to reduce the economic burden on the resources of the County of York by increasing efficiency and reducing the administrative costs of the County of York and to respond to the exigencies of the day-to-day operations in accordance with the procurement process as established by Pennsylvania Statues. The P-Card is neither a substitute for public bidding nor the County of York's existing procurement program, and the P-Card program is not being implemented for the purpose of bid splitting and/or the avoidance of the statutorily mandated public bidding process.
As used in this article, the following terms shall have the meanings indicated:
P-CARD
Purchasing card or procurement card.
P-CARD PROGRAM ADMINISTRATOR
County Purchasing Coordinator.
A. 
The P-Card Program Administrator will manage usage and authorization parameters of P-Cards with the banking institution. Individual card limits can be established per transaction, per month, and by vendor type. Parameters can include daily and monthly limits. Only the P-Card Program Administrator is authorized to make requests to change the limits established on each P-Card with the approval of the Board of Commissioners.
B. 
P-Cards may be used at any merchant that accepts MasterCard credit cards.
C. 
P-Card holders are responsible for the security of their cards and any transactions made against the card. The P-Card is issued in an employee's name, and it will be assumed that any purchases made against the P-Card will have been made by the holder. The P-Card program carries corporate, not individual, liability. The P-Card holder will be required to sign an acknowledgement of receipt of the purchase card form at the time the P-Card is issued.
D. 
It is required that the P-Card holder retains all original receipts for purchases made and provides a reconciliation of his or her monthly statement to the Controller's office.
E. 
Misuse of P-Card.
(1) 
Misuse of the P-Card Program includes, but is not limited to:
(a) 
Using the P-Card for personal use.
(b) 
Purchase of unauthorized items.
(c) 
Use of the P-Card by someone other than the cardholder.
(d) 
Fraudulent or inaccurate record keeping.
(2) 
Any employee who misuses the P-Card will be subject to appropriate disciplinary action, up to and including termination. The bank agrees to waive the County of York's liability for wrongful transactions by cardholders only if the County of York terminates the employee because of misuse.
F. 
The cardholder is responsible for immediate notification to P-Card bank customer service and the P-Card Program Administrator if a card is lost or stolen.
G. 
The cardholder is responsible for immediate notification to P-Card bank customer service and the P-Card Program Administrator when the cardholder identifies fraudulent charges on the account statement.