p-card review lunch and learn with commissioners attendance record:

DeKalb County Larry Johnson, MPHPresiding Officer - ROCCommissioner District 3Office 404- 371-2425Fax 404-687-3595

1300 Commerce Drive/Decatur, Georgia 30030

April 1, 2014

TO: Board of Commissioners

FROM: Larry Johnson, District 3 Commissioner/Presiding Officer

SUBJECT: Lunch and Learn Session

In collaboration with the Executive Assistant, Zach Williams, the Purchasing Department will beproviding a P-Card refresher overview to the Commissioners and staff following the BOCmeeting, Tuesday, April 8,2014 in the Legislative Conference Room.

A review of the policies and procedures will be covered and recommendations for anymodifications will follow. This will be a good opportunity for Commissioners and staff handlingthe P-Card transactions to get any questions you may have answered during the 'lunch and learn'seSSIOn.

Please plan to grab your lunch and join in the session, Tuesday, April 8, 2014 following the BOCmeeting.

*Commissioners at the lunch and learn:1. Boyer2. Johnson3. Gannon4. Barnes-Sutton - Enter room late after P-Card presentation

*Commissioners - Did not attend the lunch and learn:1. Watson2. Rader

*Attendance record provided by Unhappy Taxpayer & Voter

,DeKalb County GovernmentPurchasing Card Presentation

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DeKalb County GovernmentPurchasing Card Presentation

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.PURCHASING& CONTRACTING

DEPARTMENT

CARDHOLDER USERS' AGREEM&NT

se~v"u,. ~ADMiNISTRATIVE OPERATIONS DJV:SION

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PURCHASING CARD FOR TRAVEL AGREEMENT FORM

The Director of the Department of Purchasing and Contracting shall determine if paying travelexpenses, meeting hosting I sponsoring, or other related expenses using a Purchasing Card is inthe County's best interest. The Director has the discretion to determine the best method toimplement any changes or exceptions.

Should a travel card be issued to a particular employee, or should travel expenses be allowed on aparticular employee's existing Purchasing Card the following rules apply:

1.The employee must submit receipts for all charges to his / her department Purchase CardRepresentative.

2. The Purchase Card Representative must maintain a file of all receipts.

3. Failure to properly maintain receipts can result in disciplinary action including restricting.purchase card travel privileges, cancellation of the Purchase Card, and termination of theemployee.

4. An employee may not receive an advance through iExpense for expenses expected to be paidusing the Purchase Card

5. An employee may not receive a reimbursement through iExpense for expenses paid on thePurchase Card.

6. An employee will not receive a per diem for meals when using their Purchase Card. TheCounty will only pay for expenses actually incurred

7. Expenses for meals are limited to the daily per diem as established by the County travel policy.As of this writing in February 2010 the daily per Diem is $ 36.00; $6.00 for breakfast, $10.00 forlunch, and $20.00 for dinner.

8. The employee should only pay for their meals, unless employee is hosting !sponsoring ameeting.

9. Alcohol is not allowed on the Purchase Card

10. Hotel charges for extra services such as long distance pay per view entertainment, spaservices, dry cleaning I laundry services, etc are not allowed.

11. The employee must reimburse the County for any charges determined by the County to beinappropriate or face disciplinary action including termiriation.

12. If an employee expects to exceed their monthly limit ($5,000.00) or single transaction limit($5,000.00) they should contact the Purchasing Card Administrator prior to their trip.

I the undersigned have received read and agree to follow this policy.

Employee Signature Date

Print Name

Title

Signature - Department of Purchasing andContracting Representative

Print Name - Department of Purchasing andContracting Representative

Title - Department of Purchasing andContracting Representative

Purchasing Card Transaction Log

R = Reconciled

For The Monh ot

Dept Name Cardholder Name:

Approved By:

Date Approved:

Date Contact DollarR Purchased Trans# Requestor Name G/LAccount Supplier (if applicable) What Purchased Qty Amount Reconciliation/Comment

-

Total/Subtotal Dollars Expended (Attach additional pages if required) -

Cardholder Cycle Charge

Card One of: ANGELA M FAUCETTE (5657)

Company Name GA DeKalb County

Post Date Between 2013-12-05 00:00:00 and 2014-01-04 00:00:00Report Owner Cherry, Travis

Report Time 2014-04-0712:58:47

CH Full NamePurchase Date Post Date Vendor Name Item Total Item GL Combination Original Amount

'count: 0 0.00

report count: 0 0.00

Cherry, Travis of 1 2014-04-0712:58:47

Form ST-5 (Rev. 11/2012)

STATE OF GEORGIADEPARTMENT OF REVENUE

SALES TAX CERTIFICATE OF EXEMPTIONGEORGIA PURCHASER OR DEALER

To: _

(SUPPLIER) (DATE)

(SUPPLIER'S ADDRESS) (CITY) (STATE) (ZIP CODE)

THE UNDERSIGNED DOES HEREBY CERTIFY that all tangible personal property purchased or leased after this date willbe for the purpose indicated below and that this certificate shall remain in effect until revoked in writing. Any tangiblepersonal property obtained under this certificate of exemption is subject to the sales and use tax if it is used or consumedby the purchaser in any manner other than that indicated on this certificate. (Check appropriate box.)

[ J 1. Purchases or leases of tangible personal property or services for resale. O.C.G.A. 48-8-30.

[x] 2. For use by the Federal Government, The American Red Cross, Georgia State Government. any county,municipality, qualifying authority or public school system of this state. Payment must be made by warrant onappropriated Government funds. A Georgia sales and use tax number is not required for this exemption. a.c.G.A. 48-8-3(1).

[ 1 3. Purchases or leases of tangible personal property or services for RESALE ONLY by a church, qualifying nonprofitchild caring institution, nonprofit parent teacher organization or association, nonprofit private school (grades K-12),nonprofit entity raising funds for a public library, member councils of the Boy Scouts of the U.S.A. or Girl Scouts ofthe U.S.A. THIS EXEMPTION DOES NOT EXTEND TO ANY PURCHASE TO BE USED BY OR DONATED BYTHE PURCHASING ENTITY. A Georgia sales and use tax number is not required for this exemption.O.C.G.A. 48-8-3(15),(39).(41),(56).(59),and(71).

[ 1 4. Materials used for packaging tangible personal property for shipment or sale. Such materials must be used solelyfor packaging and must not be purchased for reuse by the shipper or seller. a.C.G.A. 48-8-3(94). A Georgiasales and use tax number is not required for this exemption.

[ ] 5. Aircraft, watercraft, motor vehicles, and other transportation equipment manufactured or assembled in this statesold by (he manufacturer or assembler for use exclusively outside of this state when possession is taken by thepurchaser within this state for the sale purpose of removing the property from this slate under its own power due tothe fact that the equipment does not lend itself more reasonably to removal by other means. A Georgia sal~use tax number is not required for this exemption. a.c.G.A. 48-8-3(32).

[ ] 6. The sale of aircraft, watercraft, railroad locomotives and rolling stock, motor vehicles, and major components andreplacement/repair parts of each, which will be used grinciRally. to cross the borders of this state in the service oftransporting passengers or cargo by common carriers in interstate or foreign commerce under authority granted bythe United States government. Private and contract carriers are not exempt. a.C.G.A. 48-8-3(33)(A).

[ ] 7. For use by a federally chartered credit union, credit unions organized under the laws of this state, and credit unionsorganized under the laws of the United States and domiciled within this state. ~@ sales and use tax numberis not required for this exemption. 12 U.S.C.S. 1768; O.C.G.A. 48-6-97.

PURCHASER'S BUSINESS ACTIVITY

Under penalties of perjury I declare that this certificate has been examined by me and to the best of my knowledge andbelief is true and correct, made in good faith, pursuant to the sales and use lax laws of Ihe State of Georgia.

Business Name: DEKALB COUNTY GOVERNMENT

Business Address: 13 0 0 COMMERCE DRIVE ZIP Code: ,;;,.3..;;..O~03;..;O,---__

Purchaser's Name: RHONDA NAADUEBA -*:::;~-h4;;:tt~~:::t:~Title: DEPUTY D IR .

A deafer must secure ?ne properly co~pfeted certificate of exemp Ion from e en bu er making tax exempt purchases.Certificates of exemption must be obtained by the dealer within 90 days of the exe pt sale being completed. The dealer mustmaintain a copy of the certificate of exemption presented for audit purposes.

Journal #: ------Period:

Explanation:Category:

Control Total: $0.00

cost ObjectCenter Code Fund Debit Credit Description

-

- -Written By Approved By

DeKalb County Purchasing & Contracting DepartmentThe Maloof CenterSecond Floor, Suite 2021300 Commerce DriveDecatur, Georgia 30030

Purchase Card Request Form

Employee PayrolllD Number

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CARDHOLDER USERS' AGREEMENT

I acknowledge receipt of the Cardholder Users' Agreement and confirm that I have readand understand their terms and conditions. Iunderstand that DeKalb County is liable toBank of America and MasterCardNisa for all DeKalb County charges. I furtheracknowledge and agree that Iam liable to DeKalb County for all unauthorized charges.

I agree to use this card for DeKalb County approved purchases only and agree not tocharge personal purchases. I understand that DeKalb County will audit the use of thiscard and report any discrepancies.

I further understand that improper use of this card may result in civil action, criminalprosecution, and/or disciplinary action, up to and including termination of employment.Should I fail to use this card properly, I authorize DeKalb County to deduct from mysalary an amount equal to the total of the discrepancy. I also agree to allow DeKalbCounty to collect any amounts owed by me if DeKalb County no longer employs me.

Iunderstand that DeKalb County may terminate my right to use this card at any time forany reason at its sole discretion. Iagree to return the card to DeKalb County immediatelyupon request or upon termination of employment.

Cardholder:

Signature: Date: ----------------Print Name: -------------------------------

Location:

Approving Officer:

Signature: Date: -----------Print Name: -------------------------------- Phone: ---,------------

DEKALB COUNTY PIP # 305 Page 1 of 12POLICY/PROCEDURE Revision # Date: 3/12/2004

SUBJECT: PURCHASING CARD POLICY Policy Owner:Doyle ShawApproved By: Richard Stogner

RESPONSIBLE DEPARTMENTPurchasing & Contracting

SCOPE

The scope of this policy/procedure (p/p) covers DeKalb County and its functional divisions and/oroperating business units (defined as "the County" throughout this pip).

POLICY

DeKalb County has established a Purchasing Card (P-Card) program that allows designated employeesthe ability to purchase selected, business-related goods and services whose value is less than $1,000. Thisprogram is intended to be an alternative method for the purchase of small dollar, miscellaneous expensematerials and services. These policies and procedures apply for the use of the Bank of America VisaPurchasing Card/P-Card. In addition, DeKalb County is not required to pay sales tax to any suppliersince the County is exempt from paying any State of Georgia sales tax. This applies to out of statepurchases as well.

DEFINITIONS

Card Provider: Bank of America (BOA) Visa Purchasing Card issued by the County to the CardholderCardholder: DeKalb County employee issued a Bank of America Visa Purchasing CardTransaction Log: An excel spreadsheet used to log all monthly P-Card spends/transactionsPurchasing Card Administrator: Employee assigned by Purchasing & Contracting to monitor/administerthe P-Card programPurchasing Card Manager: Purchasing & Contracting Deputy Chief Procurement Officer AdministrativeOperations responsible for the overall P-card programDepartment Purchasing Card Representative: An individual identified by the Department Director whohas the responsibility for coding P-Card transactions to General Ledger accounts for all Cardholders inthe department.

PROCEDURE

1.0 P-CARD Restrictions

The DeKalb County P-Card program is intended to be an alternative method for thepurchase of small dollar value, miscellaneous expenses, including materials and services.Restrictions are determined by the Department Director, P & C Purchasing CardManager, and DeKalb County and the restrictions may be revised as needed. Differentrestrictions may apply to Cardholders, depending on the department and intendedpurchases. Restrictions will be established using the NIGP, Category codes, or MCC(Merchant Category Codes), this is at the sole discretion of the Purchasing CardManager. See attached NIGP/Category Addendum I for allowable purchases. Note: AllInformation Systems, Communications, and Finance Special Approval related purchaseswill be coordinated/routed through Information Systems, Communications, and Financeand will require a Requisition and Purchase Order regardless of the dollar amount.(Refer to the Computer Hardware, Software and Related Maintenance/SupportPurchas!ng Pol!cy, the Com~unications Equipment and Related Maintenance/SupportPurchasmg Policy, and the Fmance Special Approval Purchasing Policy for AH

DEKALB COUNTY PIP # 305 Page 2 of 12POLICY /PROCEDURE Revision # Date: 3112/2004


Accounts, Grants, CIP Accounts, and Travel, Training, or Local Meeting Authorizationfound on the iWeb.)

P-Cards issued to Purchasing & Contracting personnel will not be restricted to theNIGP/Category Addendum and the transaction/monthly limits as specified below.Purchasing limits will be established, on an as need basis, by the Purchasing CardManager Purchasing & Contracting.

Current Cardholder transactions and monthly limits will fall within the below ranges, asdetermined by intended usage and Director approval:~ Transaction or per spend: Up to $1000~ Monthly limit: Up to $2000

The Purchasing Card is to be used only for the purchase of business-related goods andservices whose value is less than $1,000. Entertainment, along with any personalexpenses, is excluded from the P-Card program. Cardholders are liable to DeKalbCounty for all unauthorized charges. The improper use of a P-Card may result incivil action, criminal prosecution, andlor disciplinary action, up to and includingtermination of employment. The County may deduct from a Cardholder's salary anamount equal to the total of any unauthorized charges.

Any requirement to purchase goods and services that does not fall within the guidelinesof this policy will require the creation of a DeKalb County Oracle Requisition andpurchase order.

2.0 Cardholder Responsibilities

1. Acknowledge responsibilities under the DeKalb County Purchasing Card Policy andagrees to comply with the requirements set forth in this policy by signing theCardholder Users' Agreement (See Addendum IV).

2. The P-Card is a charge card and must be used in such a manner that ensures thesecurity and safekeeping of the card. The P-Card is non-transferable. Do not giveyour card or card number to any other individual to place orders with the supplier.This will result in the termination of card privileges.

3. Notify the P-Card issuer (Bank of America - 1-888-449-2273) immediately of anylost or stolen P-Cards and advise your Director and the P-Card Administrator of thesituation.

4. The Bank of America P-Card is the preferred card and should be used as first choice.If the cardholder anticipates using the P-Card with a supplier that does not accept theBank of America Visa Purchasing Card, please contact your Purchasing CardAdministrator so that the supplier can be set up to accept the Visa P-Card.

5. The P-Card is the property of DEKALB COUNTY and should only be used forbusiness-purposes. A card used out of compliance with the guidelinesestablished for this program can result in disciplinary action, up to andincluding termination of employment.

6. Order materials and services (See 8.0 below for additional information).7. Complete the Transaction Log (See 9.0 below for additional information).

DEKALB COUNTY PIP # 305 Page 3 of 12POLICY/PROCEDURE Revision # Date: 3/12/2004


8. Receive and inspect all ordered material and verify services (See 10.0 below foradditional information).

3.0 Purchasing Card Administrator Responsibilities

I. Coordinate with the Department Director spending limits and other restrictions.Complete applicable sections on the P-Card applications. Ensure all forms arecompleted properly and submit the appropriate forms to the Card provider for cardissuance.

2. Issue new P-Cards.3. Answers/directs/investigates all questions pertaining to the P-Card program.4. Ensure that lost/stolen cards are handled properly and expeditiously.5. Changing Cardholder addresses/other information, as required.6. Canceling Cardholder accounts.7. Maintain P-Card files and the Purchasing Card Policy.8. Review monthly P-Card Reports and make appropriate recommendations and/or take

corrective action when required.9. Coordinates any interfaces between Visa's InfoSpan and Oracle.10. Responsible for coordinating the training associated with the Purchasing Card.II. Receive, review, and file the consolidated monthly statement from Bank of America.12. Process accounting data (Journal entries) into the Oracle Accounting System.13. Requests and reviews reports provided by Visa and Bank of America to identify

County Cardholder buying patterns that may lend themselves to negotiated contracts.Forwards this information to the appropriate Deputy CPO of Purchasing or ContractAdministration.

4.0 Cardholder's Director Responsibilities

I. Recommend selected Cardholder's participation in the P-Card program via thePurchasing Card Request form (Addendum V) and identity a Department PurchasingCard Representative (DPCR).

2. Review, approve, and maintain the monthly Electronic Cardholder Statements,Transaction Log and applicable receipts, and sign the monthly Transaction Log andElectronic Cardholder Statement, which will list all the individual Cardholder'smonthly transactions. Ensure all transactions comply with the policy guidelines.

3. Immediately, report lost/stolen/cancelled cards to the Purchasing Card Administrator.4. Coordinate and monitor Purchasing Card Policy compliance.

5.0 Department Purchasing Card Representative Responsibilities

1. Receives the Electronic Cardholder Statement and makes a copy for the appropriateCardholder.

2. Upon receipt of all information from the Cardholder, verifies the correct GeneralLedger account numbers for each department Cardholder transaction and enters theinformation into InfoSpan via the Electronic Cardholder Statement by the 20th ofeach month.

3. Return the approved Transaction Log and Electronic Cardholder Statement to theDepartment Director for approval and permanent filing.

DEKALB COUNTY PIP # 305 Page 4 of 12POLICY (PROCEDURE Revision # Date: 3/12/2004


6.0 Issuing a Cardholder Account/P-Card

1. The Purchasing Card Manager will approve all new Cardholders.2. Once approved, the Purchasing Card Administrator will forward all pertinent

information to Bank of America for P-Card issuance.3. When the County receives the new card, the Purchasing Card Administrator will

retain the plastic card until the Cardholder has signed the Cardholder Users'Agreement and completed the appropriate training.

7.0 Canceling a Cardholder Account

I. In the event that the Cardholder is transferred to another department or he/she is nolonger employed by DeKalb County, the Cardholder's Director or a designatedindividual must initiate cancellation of the Cardholder account by contacting thePurchasing Card Administrator. The Purchasing Card cannot be reassigned from oneemployee to another.

2. The Cardholder's Director or the designated individual should collect the card andcut it in half. The Purchasing Card Administrator should then collect the card.

3. The Purchasing Card Administrator coordinates the cancellation of the account withthe card provider.

8.0 Ordering Goods and Services

I. Cardholder verifies that the material or services to be purchased are within theguidelines of this program.

2. Cardholder contacts the supplier and indicates he/she wants to place an order usingthe P-Card. After the Cardholder has provided the supplier with an accuratedescription of the materials or services to be ordered, he/she should advise thesupplier of the following conditions:

~ No sales tax to all transactions (The County is exempt from payingany State of Georgia sales tax. This applies to out of state purchasesas well.)

~ If applicable, the shipping address, including the name and phonenumber of the person to whom the material is to be delivered, andthe words, "Purchasing Card", should be marked on the outside of allboxes and other shipping containers.

~ Invoices are not required.~ Backorders should be billed at time of shipping.

3. For each transaction, the Cardholder is to complete the Transaction Log (seeAddendum III).

9.0 Transaction Log

1. The Transaction Log (see Addendum lIT) is to be maintained monthly by theCardholder. Each Cardholder is to complete all fields of the transaction log after theyhave made their purchase and attach applicable receipts.

2. The Transaction Log is to be printed at the end of the statement period, checked foraccuracy, reconciled against the Electronic Cardholder Statement (see section 12.0),

DEKALB COUNTY PIP # 305 Page 5 of 12POLICYIPROCEDURE Revision # Date: 3/12/2004


signed by the Cardholder's Manager, and forwarded with the statement andtransaction log to the Department Purchasing Card Representative.

3. The Department Director must maintain appropriate files in the event of anaudit. Files must contain, at a minimum, copies of the Monthly TransactionLog, Monthly Electronic Cardholder Statement, and any receipts/supportingdocumentation.

10.0 Receiving Materials or Services

1. The receiving department will identify purchasing card transactions by the words"Purchasing Card" on the outside of the boxes/shipping containers. Goods orderedby the P-Card are to be delivered to the addressee unopened.

2. Cardholder will verify that the material or service received is what was ordered andshould verify the accuracy of all receipts/packing lists.

11.0 Returns and Credits/Supplier Discrepancies

1. Cardholder is responsible for resolving all discrepancies with suppliers. Returns ofmaterial to suppliers must be handled as "credits". A separate transaction must beplaced to re-order the correct material.

2. Cash refunds are not allowed under any circumstance.

12.0 Statement Reconciliation

I. The Cardholder will receive a monthly Electronic Cardholder Statement from theDept. P-Card Representative of all the Cardholder's transactions for the billing cycle.

2. Cardholder is to review the statement against the Transaction log for discrepancies. Ifa discrepancy is noted, Cardholder should immediately notify the supplier. Alldisputed transactions should be resolved through the supplier. If unable to resolvewith the supplier, contact the Purchasing Card Administrator.

3. If there is a discrepancy, note this on the Transaction Log.4. Cardholder is to attach their statement to the log and secure his/her Manager's

signature. Discrepancies/disputed charges will be paid by Accounts Payable to BOAwithin the specific contractual arrangements once the discrepancy/dispute is resolved,supplier will issue appropriate credit on the following months statement.

5. Cardholder is to ensure that the Transaction Log's total charge amount matches theStatement's charge amount for the billing cycle month.

6. Transaction Logs, receipts, and statements are to be forwarded to the DPCR who willin turn forward them to his/her Director for final review and approval.

13.0 Invoice Processing and Remittance

I. The P-Card billing system is a single bill (invoice)/central pay arrangement.Although each Cardholder receives a monthly informational account statement,payment is centrally executed through DeKalb County's Accounts Payabledepartment. The grand total of all charges to DeKalb County is to be paid to the cardcarrier within the terms of the contract.

DEKALB COUNTY PIP # 305 Page 6 of 12POLICY/PROCEDURE Revision # Date: 3112/2004


2. Accounts Payable will receive a summary of the monthly charges from Bank ofAmerica, along with detail billings by Cardholder account, and pay the entire billaccording to terms and County policy.

14. 0 Lost and/or Stolen Cards

I. The Cardholder is to report the loss/theft of their card, or account numberimmediately to Bank of America Visa.

2. After the card provider has been notified, the Cardholder is to notify the PurchasingCard Administrator and their Director immediately. Upon notification, the cardprovider will block further use of the card.

3. Cardholder should contact the Purchasing Card Administrator for issuance of a newcard.

15.0 Contacts

KEY CONTACTS:

Purchasing Card Administrator Purchasing Card Mgr. Accounts Payable

Dale Dague>Policy and procedures>Card issuance/cancellations>Lost/stolen cards>Address changes>Statement issues/copies>Training

Jeff Allen>Supplier Issues/disputes>Spending Limits>Participants in program

Judy Ware>Billing issues>Payment to Card Provider

16.0 Addendums

1. NIGP/Category Allowable Expenditures2. P-Card Flow3. P-Card Transaction Log (Contact the Purchasing Card Administrator for the Excel

file)4. Cardholder Users' Agreement5. Purchasing Card Request

ADDENDUM I ALLOWABLE NIGP/CATEGORY CODE EXPENDITURES

The following represent expenditure guidelines for which the Purchasing Card may be used. Properjustification must be available by the Cardholder when procuring any products or services with the P-Card. Where Countywide agreements for products and services exist, it is expected Departments willutilize those agreements as they generally provide a greater value to DeKalb County. Exercising goodmanagement judgment is paramount when making buying decisions.

Ii Code )1 DescriptionI' Sort i' SortII IIHeating, Plumbing, Air Conditioning Contractors

I' Expense TypeIi SortIIHeat, Plum., Air Condo Contractors

DEKALB COUNTY PIP # 305 Page 7 of 12POLICY /PROCEDURE Revision # Date: 3112/2004


Electrical ContractorsI Contractorsork, Tile Setting, Plastering,

lies (Those exem ted)Com uter Related Supplies (Those Exem ted) Information SystemsConstruction Materials Not Elsewhere Classified Industrial Su IOffice, Photographic, Photocopy, And MicrofilmE ui mentIF=== =======================9i~=================91

Business Supply

DEKALB COUNTY PIP # 305 Page 8 of 12POLICY IPROCEDURE Revision # Date: 3112/2004


FloristsRetail- S ecialPhotoRetail- General

r Maintenance, Repair, Ands Computer Maintenance, Repair and Services

Equipment and Tool Rental

DEKALB COUNTY PIP # 305 Page 9 of 12POLICY IPROCEDURE Revision # Date: 3112/2004


ADDENDUM II P-CARDFLOW

Charge SpendRecord Spend onTransaction Log

StatementReceived fromBank of America

Match/ReconcileLog AgainstStatement

Secure Signature/Approval of Director

DPCREnters G/L for

P-CardTransactions

I.----. AP RemitsPayment

Maintain File withCopy of Log/

Statement/Receipts

iCarryover Disputesto Next Statement

Period UntilResolved with

Supplier ~

isputed Charges are PaidWithin Statement Period.

- - Supplier will Issue CreditOnce Resolved.

DEKALB COUNTY PIP # 305 Page 10 of 12POLICY/PROCEDURE Revision # Date: 3112/2004


IADDENDUM III[PIP # 30S[

PURCHASING CARD TRANSACTION LOG

lFor the Month:Cardholder:

Approved ByDate

RDept

Date Trans# Requestor G/L Account Cost Supplier Contact Buying What? Amount Reconciliation/CommentName Center

DEKALB COUNTY PIP # 305 Page II of 12POLICYIPROCEDURE Revision # Date: 3/12/2004

SUBJECT: PURCHASING CARD POLICY Policy Owner:Doyle ShawApproved By; Richard Stogner

ADDENDUM IV

CARDHOLDER USERS' AGREEMENTI acknowledge receipt of the Cardholder Users' Agreement and confirm that Ihave read and understand their termsand conditions. I understand that DeKalb County is liable to Bank of America and MasterCardIVisa for all DeKalbCounty charges. I further acknowledge and agree that I am liable to DeKalb County for all unauthorized charges.

r agree to use this card for DeKalb County approved purchases only and agree not to charge personal purchases.understand that DeKalb County will audit the use of this card and report any discrepancies.

I further understand that improper use of this card may result in civil action, criminal prosecution, and/ordisciplinary action, up to and including termination of employment. Should I fail to use this card properly, Iauthorize DeKalb County to deduct from my salary an amount equal to the total of the discrepancy. I also agree toallow DeKalb County to collect any amounts owed by me if DeKalb County no longer employs me.

J understand that DeKalb County may terminate my right to use this card at any time for any reason at its solediscretion. I agree to return the card to DeKalb County immediately upon request or upon termination ofemployment.

Cardholder:

Signature: Date:

Print Name: _

Location

Approving Officer:

Signature: Date: _

Print Name: _ Phone: _

DEKALB COUNTY PIP # 305 Page 12 of 12POLICY !PROCEDURE Revision # Date: 3112/2004


ADDENDUM V

DeKalb CountyPurchasing Card

Request

Request to issue a DeKalb County Purchasing Card for:Employee name

Employee Payroll ID number

Department Name:

Department Administration/Procurement Address:

Department Purchasing Card Representative Name:

Department Purchasing Card Representative Email:

Department Purchasing Card Representative Telephone #:

Default General Ledger Account # (Cost Ctr + Object Code + Fund):

Single Purchase Limit Requested: $. _

Thirty-Day Purchase Limit Requested: $ _

Department Director:Signature

Date: _

FOR PURCHASING & CONTRACTING USE ONLY

Card Number:

Single Purchase Limit: $ _

Thirty-Day Limit: $ _

Purchasing Authorization: _Purchasing Card Manager ordesignated representative

Date: _

DeKalbCounty Bo~tdofCommissioners

Boaftl of C()mmissionersElaine Boyer, DistridlJeJTlladJ!r, District:2

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DeKalb County Board of Ethics

Location: Conference Room A, Clark Harrison BuildingDate of Meeting: 3/28/2014 Time of Meeting: l2:00pm

Minutes

Members Present:Isaac Blythers, Acting ChairClara DeLayJohn ErnstEdwinett MurphyThelma GrierBobbie SanfordSusan Neugent

Observers:Gene Chapman, Ethics Board CounselTrumondia Williams, Staff SupportJay Vinicki, Director of Policy Research and Assistant Director of FinanceRhea Johnson, CitizenJames Elliott, Emory University ProfessorViola Davis, Unhappy Tax PayersBarbara Sanders, Clerk to the Commission and CEONatasha Kennedy, Deputy Clerk to the Commission and CEOJoe Arrington, CitizenRichard Belcher, WSB TV

I. Call to OrderThe meeting was called to order at 12:20pm by Isaac Blythers, Acting Chair.

II. Welcome and Introductions

III. Adoption of the AgendaThe Agenda was reviewed. Isaac Blythers entertained a motion to approve the agenda. ThelmaGrier moved for approval and the motion was seconded by John Ernst. Isaac Blythers called for avote. All seven members voted and all seven were in favor to approve adopting the agenda.

IV. Adoption of MinutesThe Minutes, dated March 7, 2014, were reviewed and accepted as presented. Isaac Blythersentertained a motion to approve the minutes. Susan Neugent moved for approval and the motionwas seconded by Clara DeLay. Isaac Blythers called for a vote. All seven members voted and allseven were in favor to approve adopting the minutes from March 7, 2014.

V. Ethics B09rd Tr!lining

DeKalb County Ethics Board03/28/14 Meeting MinutesPage 2

James Elliot from Emory University began training covering the following topics: Responsibilities and duties of members Areas of Concern Perception and Fact Limitation on Campaign Contributions and other activities Burden of Proof Advisory Opinions Investigative Procedures Ban on Gifts Who speaks for the Board? Not a Political entity Conflicts of Interest Use of a Presenter Whistleblower Protection Civility

VI. Closing RemarksThe Board revisited a discussion as to who should speak on behalf of the Board. Isaac Blythersmade the request of Staff Support to provide him with a reminder to amend Monday's agendameeting to ratify the October 28, 2014 vote concerning who speaks on behalf of the Board, andratify the appointment of Ethics Board attorney, Gene Chapman. Isaac Blythers will provide theBoard with information as to when the Board entered into a suspended state. Isaac Blythers readover the Preamble that will be read before the start of each meeting. There were a few changes tobe made to the document. The Board discussed putting together an outline detailing how eachhearing should be conducted going forward. The Board will also revisit the Procedural Rules tomakes sure they have a clear understanding of the rules. Viola Davis inquired about her 2012complaint to the Ethics Board concerning cell towers and DeKalb County schools. Ms. Davis didnot receive a response advising her that the Ethics Board has no jurisdiction over the DeKalbCounty School System. Barbara Sanders agreed to look into her case and provide the Board with acopy of the complaint and other information as it pertains to her complaint. Gene Chapman hasagreed that if there was not a letter sent out to her noting this, he would send her a responseadvising her that the Board of Ethics has no jurisdiction over the School Board. It was agreed bythe Board to have a better line of communication with the complainants as it relates to cases thathave been filed and awaiting a response.

VII. AdjournmentThere being no further business, the Acting Chair entertained the motion to adjourn. EdwinettMurphy moved for adjournment and Thelma Grier seconded the motion. The motion passed witha unanimous vote from the seven members. The meeting was adjourned at 2: 1Spm.

Respectfully submitted,

Acting Chair Date

p-card review lunch and learn with commissioners attendance record:

Documents