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Division Director

Christina Smith

Assistant Director

Rick Sweet


Accounting and Auditing
200 East Gaines Street
Tallahassee, FL 32399-0318

(850) 413-5510
design placeholder only
June 4, 1999

COMPTROLLER'S MEMORANDUM NO. 04 (1998-99)

SUBJECT: STATE PURCHASING CARD PROGRAM


To provide better and faster service to the users of the State purchasing card, the following changes are effective immediately. These changes allow the agencies to respond faster to the needs of their users, and simplify the use of the purchasing card for the acquisition of contractual services.

DELEGATION OF SINGLE TRANSACTION LIMITS TO AGENCIES

Effective immediately, the establishment of cardholder single transaction limits is delegated to the agencies. Each agency is required to amend their agency purchasing card plan as follows:

1. Single transaction limits above $1,000 are approved by the agency head or his/her designee, and
2. The approval process and criteria for establishing single transaction limits greater than $1,000 are included in the agency's individual purchasing card plan.

PURCHASING CARD TRANSACTIONS AND THE REQUIREMENTS OF SECTION 287.058(4), F.S.

Section 287.058(4), Florida Statutes, provides that every procurement of contractual services of the value of the threshold amount provided for in Section 287.017, Florida Statutes, for category two or less ... shall be evidenced by a written agreement or purchase order. For purposes of this requirement, the signed purchasing card receipt is sufficient for purchases of contractual services for category two amounts or less. Purchases exceeding category two amounts must be preceded by a contract document, whether by written agreement or purchase order.

PURCHASING CARD TRANSACTIONS AND FILING OF TRAVEL VOUCHER

If a traveler performs official travel and utilizes the purchasing card, such that no reimbursement is due to the traveler, a travel voucher does not have to be prepared and filed by the traveler. Use of the purchasing card in this instance will be considered a direct payment to the vendors pursuant to Section 112.061(13), Florida Statutes. Each agency is responsible for implementing procedures to document that the purchasing card is used only for approved travel for authorized public purposes. This documentation may be in the form of the Authorization to Incur Travel Expenses or other form, including electronic form, which meets the requirements of Section 112.061(3)(a), Florida Statutes. Use of the Authorization to Incur Travel Expenses form is mandatory for conferences and convention travel, pursuant to Section 112.061(11), Florida Statutes.

If there are any questions concerning this memorandum, please contact the Bureau of Auditing at 410-9194, Suncom 210-9194.