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Library: Policy

OKDHS:2-11-37. Use of purchase card

Issued 8-1-06


(a) Authorization.  The Oklahoma Department of Human Services (OKDHS) employee to whom the purchase card (p/card) is issued is the only person authorized to make purchases using the card.  The p/card is not loaned to another person.  Violation of this regulation is considered misuse.

  • (1) Purchases.  Issuance of a p/card does not imply prior approval of all purchases.  The cardholder must follow procedures established in each division to obtain authorization to purchase.
  • (2) Vendor selection.  After determining that the anticipated purchase does not conflict with the Oklahoma Central Purchasing Act, the cardholder may select a vendor that can supply the items with the best method of purchase.

(b) Purchase methods.  A cardholder does not purchase products from a member of his or her immediate family.  The cardholder informs his or her supervisor in writing of any potential conflict of interest.  The cardholder determines the most appropriate method for purchasing products.

  • (1) Purchase in person.  When making a purchase in person, the cardholder:
    • (A) checks the Statewide Contract List on the Department of Central Services Web site, and DHS:2-11-39 to make sure the proposed purchase is not a restricted item;
    • (B) inquires whether the vendor provides discounts for state government agencies and speaks with a representative of the vendor to obtain the discount;
    • (C) inquires whether there is an additional charge or up-charge for using the p/card.
      • (i) Cardholders may not purchase from vendors who impose an up-charge for p/card use.
      • (ii) Cardholders who violate this regulation are reported to the Finance Division p/card administrator;
    • (D) ensures that the total purchase amount does not exceed the authorized p/card single and cumulative purchase limit for the cardholder's account;
    • (E) determines whether the price is the best that can reasonably be obtained;
    • (F) ensures that Oklahoma sales tax is not charged, by providing a copy of the Oklahoma Tax Exemption letter to document that OKDHS is excluded from sales taxes;
    • (G) obtains an itemized receipt at the time of purchase and retains the receipt for documentation; and
    • (H) logs the purchase on Form 10CL009E, Purchase Card Log.
  • (2) Purchase by phone.  When making a purchase by phone, the cardholder:
    • (A) follows the applicable procedures in (b)(1);
    • (B) ensures the total amount, including all costs, such as shipping, handling, freight, and insurance does not exceed the authorized p/card single and cumulative purchase limit for the cardholder's account;
    • (C) states that he or she is calling from OKDHS and that a corporate purchasing card will be used for this purchase;
    • (D) gives the vendor:
      • (i) information from the p/card, including the account number and expiration date;
      • (ii) the cardholder's phone number; and
      • (iii) complete delivery address;
    • (E) requests a receipt or packing slip with itemized descriptions and pricing information be sent with the purchase;
    • (F) requests that the vendor print only the last four to six digits of the account number on the packing slip;
    • (G) retains written documentation of phone purchases, including:
      • (i) date of purchase;
      • (ii) vendor's name;
      • (iii) description of items purchased;
      • (iv) price per item;
      • (v) freight cost;
      • (vi) handling cost; and
      • (vii) insurance cost; and
    • (H) after receipt of items, retains the packing list and any other documentation.
  • (3) Purchase by fax.  When making a purchase by fax, the cardholder follows the applicable procedures (b)(1) and (2).  The cardholder also:
    • (A) retains a copy of the order form and fax confirmation, if available; and
    • (B) does not mail an original purchase order to the vendor to prevent a duplicate order.  If the vendor requires a mailed original purchase order, clearly write "confirming order, do not duplicate."
  • (4) Purchase by mail.  When making a purchase by mail, the cardholder:
    • (A) follows the applicable procedures in (b)(1) and (2);
    • (B) retains a copy of the order form, including the address where it was mailed; and
    • (C) provides the vendor with information from the p/card for billing purposes.
  • (5) Purchase via Internet.  When making a purchase via the Internet, the cardholder follows the applicable procedures included in (b)(1) through (4).  The cardholder also:
    • (A) ensures Internet purchases are made from a secure site that provides account number encryption;
    • (B) prints appropriate screens to include item description, costs, and total costs; and
    • (C) retains printed documentation of purchase.
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