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<br />Approving O.ials, Review all cardholder statemeAor propriety of purchases, <br />proper general ledger account coding, cardholder signature, and attachment of all <br />receipts and charge slips, Note any changes on the cardholder statement and sign <br />each DCCE acknowledging approval of the transactions. If you discover an <br />unauthorized purchase, you must contact the Program Administrator immediately. <br />It is the Department Approving Official's responsibility to ensure that all <br />Cardholder Statements comply with the procedures and policies and are <br />turned in to Finance in a timely manner (within 7 days of receipt). <br /> <br />Signatures. All Check Requisitions for credit card payments require a minimum <br />of two signatures (e,g. cardholder and approving official or cardholder and credit <br />card department representative), The Check Requisition will be returned to the <br />department if appropriate signatures are not included, and processing/payment will <br />be further delayed, The following steps will be taken if t he properly authorized <br />check requisition is not received in a reasonable amount of time (within 7 days of <br />receipt): the Department Approving Official and the Authorizing Official will be <br />notified, T he cardholder m ay a Iso be required tot urn in their card for a 60-day <br />period, In order to retrieve the card after the probationary period, they will be <br />required to receive credit card training again, This is only after approval has been <br />received from the City Manager to reissue the card. If any further violations occur, <br />the card may be permanently cancelled, <br /> <br />Finance Department. The Accounts Payable Section will review and process the <br />City of La Porte's Statements for all Cardholders, Finance will audit all <br />Cardholders' Statements for receipts, charge slips, proper general ledger account <br />coding and proper signatures. Statements and receipts will be kept on file behind <br />the Check as a part of the Accounts Payable packet. <br /> <br />F. Disputed Charges <br /> <br />A charge is considered disputable if one ofthe following conditions exist: <br /> <br />a, A transaction appears on the statement that you did not authorize, <br />b. There is a difference between the amount authorized and the amount <br />billed, <br />c. A transaction on the statement was billed on a previous statement. <br />d. The transaction is authorized but you are disputing the transaction. <br />e. A credit voucher for the transaction has been received but the account <br />has not been credited. <br />f, Account has been charged but the services have not been received, <br />g. Account has been charged but the services have been cancelled. <br /> <br />If after the cardholder audits the statement he/she determines some charges are <br />disputable, he/she will immediately investigate these charges to determine if any <br />abuse has occurred or if the charges are valid. Anyone suspecting fraudulent use or <br />misapplication of the card should report this immediately to the Program <br />Administrator for investigation and appropriate action. <br /> <br />8 <br />