Financial Policy Handbook 2017

c. Recommending appropriate action in the event of unauthorized use of a card. d. Coordinating the card application process and keeping a record of all cardholders. e. Planning, coordinating, and presenting training sessions and keeping a record of those who have completed training. 3. Payment Administrator: The Accounts Payable Finance Assistant will act as payment administrator. Responsibilities shall include: a. Handling issues with the card provider and cardholders regarding changes in cardholder status. b. Handling questions concerning payment procedures and transactions reports. c. Processing payments in accordance with the program policies and the contract between the City and the provider. d. Reporting all variances from policies and procedures to the program administrator. 4. Department Director: Responsibilities shall include: a. Ensure that the cardholders review their statements and submit all of their receipts. b. Ensure that all costs are allocated and complete documentation for all charges is returned to the Finance Department within 4 days of the billing cycle close date. c. Work with cardholders within their departments to ensure the resolution of disputes in accounts within his or her department d. Notify the Program Administrator when a cardholder in his or her department is no longer eligible for the program, will no longer be participating in the program or leaves City employment (either resigned or is terminated) e. Monitor their departmental card online activity during the month for fraudulent transactions 5. Cardholder: Responsibilities shall include: a. Knowing and complying with purchasing card policies and procedures, and ensuring purchases are made in accordance with the City’s purchasing policy.