Current through Register Vol. 49, No. 9, September, 2024
1097.0.0
UTILIZATION OF CREDIT CARDS FOR SMALL ORDER PURCHASES
This policy is to provide a uniform departmental policy for
establishing and governing the utilization of credit cards for small order
State business purchases. In accordance with §
19-4-1007 of the Arkansas Code
Annotated, all credit cards must have prior approval from the Chief Fiscal
Officer of the State before utilization. The policy shall be applicable to all
Department of Health and Human Services (DHHS) divisions, offices, and boards
of DHHS.
1097.1.0
Division/Office Responsibilities
1097.1.1 Each DHHS division/office is
responsible for development of internal procedures for operating and monitoring
control of credit cards issued to employees.
1097.1.2 Each division/office is responsible
for establishing internal operating procedures to ensure purchases made with
credit cards are in accordance with Part
VI of the DHHS
Administrative Procedures Manual.
1097.1.3 Each division/office is responsible
for maintaining on file a signed Memorandum of Agreement or State of Arkansas
Purchasing Card Agreement Form for each employee issued a credit
card.
1097.1.4 Each division/office
is financially responsible for ensuring that reconciled statements and
supporting documentation are submitted in a timely manner to ensure accounts
are paid in accordance with terms of the credit card agreement.
1097.1.5 Each division/office is responsible
for ensuring that notification of cancellation is made to the credit card
company immediately upon an employee's termination of employment with the
division/office.
1097.2.0
Employee Responsibilities
1097.2.1 Each employee must notify
appropriate divisional personnel of his/her possession of a DHHS credit card.
If notification is not provided, the employee will be responsible for payment
for merchandise or services purchased with an unapproved credit card.
1097.2.2 All DHHS credit cards held by an
employee must be surrendered immediately upon request or upon transfer,
termination, promotion, demotion or reassignment.
1097.2.3 Abuse or misuse of credit cards is
addressed under DHHS Policy 1084, Employee Discipline and DHHS Policy 1085,
Minimum Conduct Standards for DHHS Employees.
1097.3.0
Credit Card
Utilization
1097.3.1 Credit cards shall
be utilized only for approved purchases necessary for the performance of
official DHHS business.
1097.3.2
Credit cards shall not be obtained or utilized by any person without prior
approval from the appropriate division/office.
1097.3.3 Purchases with a credit card shall
not be initiated prior to the issuance of an itemized purchase order or other
approved documents. Established policy will be utilized for emergency
purchases.
1097.3.4 All credit card
purchases must have itemized receipts returned to designated division/office
staff in order to reconcile statements received from companies.
1097.3.5 Refunds/credits from return of items
purchased with a credit card must be credited to the appropriate account(s).
Cash refunds are not allowed. All refunds/credits must have itemized receipts
returned to designated division/office staff in order to reconcile statements
received from companies. Rebates must be in the name of DHHS and credited to
the appropriate account(s).
1097.3.6 Credit cards must not be utilized
for purchasing professional/consultant services.
1097.3.7 All payments for purchases made by
credit cards will be processed in accordance with guidelines established in the
DHHS Administrative Procedures Manual and the State
Accounting Procedures Manual.
1097.4.0
Initiating Section/Department
Contact
Jerry Berry
Chief Fiscal and Administrative Officer
Office of Finance and Administration
4th Floor Donaghey Plaza West
P.O. Box 1437, Slot W401
Little Rock, AR 72203-1437
Telephone: 682-5448
