Accounting Procedures Handbook

18 PROCUREMENT 6. Procurement Card Reconciliation • Each purchase card transaction will be automatically uploaded into the Board’s ERP software system on a periodic basis. • The cardholder is responsible for reviewing each purchase card transaction in BusinessPlus workflow to ensure proper account coding and appropriate receipts and supporting documentation. 7. Accounts Payable Procedures The Accounting Department designee will review all purchase card transactions on a weekly basis. Any issues of non-compliance will be reported to the Accounting Manager. Transactions lacking supporting documentation will be reported to the appropriate buyer for follow-up. C. Vendor Activities 1. Ongoing Vendor Database Updating/ File Maintenance: There are two Vendor databases maintained in the G/L Accounting System: 1. For Vendor contracts; 2. for employees of the Board. • On an ongoing basis, generally upon notification from Accounts Payable, Buyer ensures that new and existing vendor data entries/ changes are made to the applicable Vendor database via the G/L Accounting system. • Buyer maintains ongoing vendor records/ files. • Employee vendor numbers not maintained by purchasing. They are automatically updated via payroll system. 2. Maintain W-9 (Request for Taxpayer Identification Number and Certification) and Related Files: • Buyer requests IRS Form W-9 (Request for Taxpayer Identification Number and Certification) from the Vendor via the requestor of the Vendor # if possible, or directly from the Vendor. Enter the Federal Tax ID # into the Vendor database/ system on the G/L Accounting system. Maintain W-9 files. • Buyer coordinates any additional vendor W-9 and/ or 1099 compliance related activities with Accounts Payable or other responsible areas (if/ as applicable). 3. Purchasing Associate coordinates with vendors to obtain required information (including pricing, etc.) for the RFP/ RFQ process (see Sub-Section III. A. 1. above ). 4. Contracts: • Purchasing Associate assists personnel in vendor contract origination/ management activities as appropriate using the Procurement Guidelines (Section 23 – Appendices) as the main resource for the conduct of such activities. • Purchasing Associate maintains files for contracts, vendor/ supplier performance, and other related data. D. Board Agenda Items Buyer prepares bid/ quote evaluation results: Prepare agenda item and supporting exhibits/ documents specifically related to bid/ quotes evaluated, for upcoming Board meeting. Forward documents to the Comptroller for review prior to the Board meeting. E. Cell Phones - Cell Phone Stipend Authorization is a function of Human Resources and Payroll.