AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

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ProceduresC. A disputed item must be explained by completing the Purchasing Card DisputeForm immediately when the dispute arises.D. It is essential that the time frames and documentation requirements established bythis policy manual are being followed to protect the cardholder’s rights in dispute.All disputed items will be brought to the attention of, and handled by, thePurchasing Card Administrator.A dispute occurs when a cardholder questions a transaction that has been charged to his/heraccount. The following steps must be taken to ensure prompt settlement:A. The cardholder contacts the merchant about the transaction and supplies thenecessary information to begin the resolution process, AND;B. The cardholder completes the Purchasing Card Dispute Form and forwards it toPurchasing Card Administrator. Purchasing Card Administrator will then notifyAccounts Payable. Purchasing Card Administrator will contact the bank and thebank will place the transaction into a disputed status. Authority departmentsshould not contact SunTrust Bank directly. When the department receives themonthly bank statement, any disputed item on the statement must be noted.C. If the problem is resolved between the merchant and the cardholder, Finance willwrite the solution agreed upon on the bottom of the Dispute Form that waspreviously submitted.No Agreement is MadeIf an agreement cannot be reached, the following steps will be completed:A. After the item has been entered as a dispute, SunTrust Bank must determine whois responsible by researching the transaction including requesting a copy of thesales draft when necessary. When responsibility for the transaction is determined,the dispute will be settled on-line.B. When an account is in a dispute status, the disputed amount is still included incalculating the available money for authorizations (monthly limit). At the timethe item is placed in dispute, it is removed from all finance charge, late charge,over limit fee, and past due amount calculations. Finance charges that accruefrom posting until the item is placed in dispute must be handled according toAuthority policy. Any monthly bank statements generated while the account is indispute will display the following message:65|Page
YOUR ACCOUNT IS IN DISPUTE FOR $XXX.XX. THIS AMOUNT HAS NOT BEENINCLUDED IN THE FINANCE CHARGE OR PAYMENT CALCULATIONS.C. If the cardholder is actually responsible for the transaction, the dispute is settled infavor of SunTrust Bank and no further actions are required. If the cardholder isnot responsible for the transaction, the dispute is settled for the cardholder and thecharge back process may be initiated against the merchant.D. If there continue to be problems with a particular merchant, the cardholder shouldnotify the Purchasing Card Administrator and Purchasing and WarehouseManager.16.9 Procurement of Travel and Related ExpendituresWhen conducting any type of travel and related expenditures (i.e., hotel, conferenceregistrations, hotel parking, etc.) Authority employees shall sign out a travel Purchasing Cardfrom the Accounting and Finance Department. The travel Purchasing Card shall not be used forpersonal travel under any circumstance. Any employee in violation of this policy shall beresponsible for reimbursing the Authority, cancellation of the Purchasing Card, and subject todisciplinary action.The following additional procedures should be followed when using the travel Purchasing Card:A. Prior to travel a completed Travel and Training 1 Form (TT1) must be submittedto the Accounting and Finance Department with the appropriate signatures assoon as travel arrangements are anticipated. Backup documentation must includethe estimate of travel costs. Conference brochures, itineraries, or other referencematerial must also be included to document the cost of travel expenses that will bepaid in advance with the travel Purchasing Card.B. Upon completion of travel a completed Travel and Training 2 Form (TT2) mustbe approved and submitted with the original receipts to the Accounting andFinance Department.Items that can typically be procured with the travel Purchasing Card are:A. Lodging – only a single rate should be charged. If the hotel will not accept a Tax-Exempt Certificate, then the applicable tax may also be charged to the card.B. Rental cars – most economical type of vehicle.C. Conference/workshop/seminar/registration.D. Business telephone calls.66|Page
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951Martin Luther King Boulevard. Ki
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CATEGORY: PresentationPROCLAMATION
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0.7B. APPROVAL OF JANITORIAL SERVIC
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The Board asked how the delinquent
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7:03:01 PMSupervisor White seconded
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CATEGORY: ConsentAttachments: Resol
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FORWARDThis manual contains instruc
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6.1 Requirements ..................
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16.7 Procedures for Making and Payi
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1.1 MissionTOHO WATER AUTHORITYPROC
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SECTION 2. CODE OF ETHICS AND CONDU
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a. The official or the official’s
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SECTION 3. RESPONSIBILITIES OF PURC
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D. Award1. Purchasing and Warehouse
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SECTION 4. PURCHASING PROCEDURES4.1
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Purchasing and Warehouse Department
Page 36 and 37: SECTION 5.METHOD OF SOURCE SELECTIO
Page 38 and 39: approval and should be noted in the
Page 40 and 41: Authority, hereinafter referred to
Page 42 and 43: 6.3 Pre-Bid ConferenceA pre-bid con
Page 44 and 45: The site visit may be conducted by
Page 46 and 47: 7.3 Pre-Proposal ConferenceRefer to
Page 48 and 49: proposal. If a proposal is determin
Page 50 and 51: strengths and weaknesses. A debrief
Page 52 and 53: must be coordinated with the Depart
Page 54 and 55: 10.1 Price ReasonablenessSECTION 10
Page 56 and 57: such person on behalf of a governme
Page 58 and 59: D. The Purchasing and Warehouse Dep
Page 60 and 61: agents, against any loss or damages
Page 62 and 63: The Accounting and Finance Departme
Page 64 and 65: Brand Name or Approved Equal: list
Page 66 and 67: 13.7 Detail of SpecificationsBids a
Page 68 and 69: It is the responsibility of the Pur
Page 70 and 71: SECTION 15. SURPLUS PROPERTY15.1 Pu
Page 72 and 73: the City of Kissimmee’s Purchasin
Page 74 and 75: 3. Environmental restoration and co
Page 76 and 77: E. To ensure that the Authority bea
Page 78 and 79: A. Review transactions with the car
Page 80 and 81: A. Purchasing cards will be issued
Page 82 and 83: Over the Counter/Internet Purchases
Page 84 and 85: Serious or repeated misuse of the P
Page 88 and 89: Items that are typically prohibited
Page 90 and 91: contracts require a written contrac
Page 92 and 93: Purchasing and Warehouse Department
Page 94 and 95: SECTION 18. PUBLIC NOTICES18.1 Purp
Page 96 and 97: SECTION 20. WAREHOUSE PROCEDURES20.
Page 98 and 99: Any Stock Requisition with items no
Page 100 and 101: The Warehouse Clerk or Purchasing T
Page 102 and 103: check the transaction records for p
Page 104 and 105: 20.9 SafetyIt is important each emp
Page 106 and 107: B. A copy of a current Osceola Coun
Page 108 and 109: SECTION 22. DEBARMENT OF BIDDERS22.
Page 110 and 111: 5. Respond to inquiries concerning
Page 112 and 113: 2. commission of a fraud or a crimi
Page 114 and 115: E. The committee's decision shall b
Page 116 and 117: SECTION 23. DEFINITIONSAccept: to r
Page 118 and 119: Bona Fide: in good faith.Bond: a bi
Page 120 and 121: Consultants/Experts: persons having
Page 122 and 123: Fee: a sum of money asked or paid f
Page 124 and 125: Negotiation: contracting through th
Page 126 and 127: Purchasing Cycle: the sequence of a
Page 128 and 129: Terms and Conditions: a phrase gene
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CATEGORY: Consent 7EAttachment(s):E
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MemorandumDate: December 22, 2010To
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Agenda: ConsentAPPROVAL OF SPONSORS
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Tohopekaliga Water AuthorityInvestm
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Tohopekaliga Water Authority Invest
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Tohopekaliga Water Authorityaffecte
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CATEGORY: Staff ReportsREPORT ON RE
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AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

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