PC 07: Purchase Authority

PC 7.1 - Financial Disclosure

Any Cardholder, Monitor or Purchaser given the authority to spend in excess of $35,000 on December 31st (whether they made purchases or not) may be required to complete a Financial Disclosure Form ¹.

PC 7.2 - SBE

Purchasers should give consideration to the County’s Registered SBE ² firms.

PC 7.3 - Commodities

Back orders must never be charged to a card account. Cardholders must instruct vendors to charge the card at the point-of-sale or time of shipment to ensure commodities are received before weekly reconciliation or if a vendors’ requirement is to use batched billing ³ the cardholder must ensure the invoice documents the actual processing date of the batched charge. Additionally, vendors must be directed to ship all orders F.O.B. ⁴ it destination unless alternative delivery instructions, such as "pick-up," are specified by the RD.

Cardholders must not authorize or direct vendors to initially deliver commodities and subsequently submit invoice(s) for cardholders to initiate payment discussions with the vendor after receipt of invoice(s).

Cardholders shall ask vendors for the lead time for commodity purchases that will be shipped in advance of order processing. Lead time is defined as the period from when an order is placed to when the goods are delivered to the customer.

• If the lead time is between two (2) to four (4) weeks, cardholder should place the order at the start of the month;
• If the lead time is five (5) weeks or more, submit a requisition (RQ) for a stand-alone purchase order (SPO) instead of using the PCard. Notate in the RQ that the lead time is five (5) weeks or more.

If, after the order has been processed, the vendor notifies the cardholder that delivery will be delayed beyond the expected timeframe, the cardholder must request a credit or dispute the charge, as appropriate, as outlined in section PC 12.3.

PC 7.4 - Services

Only the Board may sign agreements on behalf of the County, regardless of dollar value. Cardholders must also confirm that vendors are properly licensed and insured as required by their discipline at the time services are performed. Cardholders must ensure vendors charge the card account within two (2) business days after completing services to specifications.

Cardholder must establish payment arrangements prior to the commencement of services to ensure the vendor does accept PCard. If the vendor does not accept the PCard, a SPO shall be issued as outlined in section CA 2.1.

Cardholders must not authorize or direct vendors to initially perform services and subsequently submit invoice(s) for cardholders to initiate payment discussions with the vendor after receipt of invoice(s). For example, if a vendor completes a service to specifications on a Monday, the vendor must charge the card that same Monday, the next day (Tuesday), or in two (2) days (Wednesday).

PC Notes

1. Per Fla. Stat. § 112.3145
2. Small Business Enterprises
3. The grouping and submission of multiple transactions for processing at one time rather than processing each transaction individually
4. Free On Board