Library: Policy
OKDHS:2-11-36. Transaction flow for purchases, account reconciliation, and payment
Issued 8-1-06
(a) Purchases.
- (1) Cardholder. The cardholder:
- (A) makes a purchase from a vendor using the purchase card (p/card);
- (B) retains the itemized receipt on all p/card purchases, including walk-in purchases and purchases by phone, fax, mail, or Internet; and
- (C) maintains Form 10CL009E, Purchase Card Log, on all p/card purchases.
- (2) Vendor. The vendor delivers products and submits the transaction to the issuing bank.
- (3) Issuing bank. The issuing bank:
- (A) pays the vendor; and
- (B) furnishes the cardholder with a statement of purchases each month.
(b) Account reconciliation.
- (1) Cardholder responsibilities. Each cardholder is held personally responsible for payment of purchases that are inappropriate as defined by this regulation. The cardholder is subject to disciplinary action for misuse of the card. The cardholder has five working days after the monthly statement is received to complete the account reconciliation. The cardholder:
- (A) checks the itemized receipts and entries on Form 10CL009E against the issuing bank's statement to verify that purchases and returns are accurately listed and charged to the cardholder's account and notes any discrepancies on Form 10CL009E.
- (i) Divisions may choose to delegate the reconciliation of cardholder itemized receipts against the issuing bank's statement to another individual.
- (ii) Transactions made on or near the cycle date, the 27th of the month, may appear on the next cycle monthly statement. The cardholder carries these transactions over to the new Form 10CL009E for the next month;
- (B) signs and dates Form 10CL009E indicating confirmation of the purchases;
- (C) obtains the cardholder's authorized signer's signature on Form 10CL009E; and
- (D) submits to the Finance Division one copy of:
- (i) Form 10CL009E signed by the cardholder and cardholder's authorized signer; and
- (ii) the issuing bank's statement.
- (A) checks the itemized receipts and entries on Form 10CL009E against the issuing bank's statement to verify that purchases and returns are accurately listed and charged to the cardholder's account and notes any discrepancies on Form 10CL009E.
- (2) Finance Division responsibilities. The Finance Division approving official reviews the copies of the p/card log and the issuing bank's statement for accuracy, completeness, appropriateness of purchase, and compliance with the Oklahoma Central Purchasing Act.
- (A) The approving official contacts the cardholder by phone or e-mail to clarify any issue regarding purchases. The cardholder provides supporting documentation as needed.
- (B) When questions cannot be resolved between the approving official and the cardholder, the approving official contacts the cardholder's approving signer for resolution. The approving signer must resolve the issue within two working days. If the issue is not timely resolved, p/card use may be suspended at the discretion of the Finance Division p/card administrator and/or chief financial officer.
- (C) Oklahoma Department of Human Services (OKDHS) is ultimately responsible to pay for p/card purchases that are properly transacted. When an inappropriate purchase is identified or suspected, the Finance Division immediately notifies the cardholder's immediate supervisor.
- (3) Cardholder's authorized signer responsibilities. It is the responsibility of the cardholder's authorized signer to sign and date the p/card log approving the reconciliation of the p/card and the issuing bank's statement, and certifying compliance with all applicable statutes and policy.
- (4) Payment. The Finance Division Claims Unit makes a single payment to the issuing bank on behalf of all OKDHS divisions.
