"Procurement Card Department Manual" - Colorado

Procurement Card Department Manual is a legal document that was released by the Colorado Department of Military and Veterans Affairs - a government authority operating within Colorado.

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  • Released on March 1, 2017;
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COLORADO DEPARTMENT OF
Military & Veterans Affairs
DMVA
Procurement Card
DEPARTMENT MANUAL
Revised 3 March 2017
1
COLORADO DEPARTMENT OF
Military & Veterans Affairs
DMVA
Procurement Card
DEPARTMENT MANUAL
Revised 3 March 2017
1
Steps to report
A LOST OR STOLEN CARD
IMMEDIATELY CALL:
1-(800) 248-4553 Available (24/7)
Citibank
Inform them that this is a
“State of Colorado Procurement Card”
DMVA is liable for all charges until the lost or stolen card is properly reported to
the bank.
You must then report the loss to your approving official
and the DMVA program coordinator,
Emiliano Barela
720-250-1540
Citibank Customer Service:
Phone: (800) 248-4553
DMVA Purchasing and Contracts Website:
h t t p s : / / w w w . c o l o r a d o . g o v / p a c i f i c / d m v a / p u r c h a s i n g - a n d -
c o n t r a c t i n g
There are many links on the website
Procurement Manual
Training material
Links to State Purchasing
Links to the CURRENT PRICE AGREEMENTS.
Revised 3 March 2017
2
---------TABLE OF CONTENTS--------
Procurement Code of Ethics…………………….……….……………………….……pg. 4
A.) Introduction ………………………………………………………………….……pg. 5
B.) Approving Official Requirements …………………………………………….… pg. 6
C.) Cardholder Responsibilities……………………………………………………..…pg. 7
D.) Pro-Card Rules …………………………………………….……………….….… pg. 9
E.) Prohibited Transactions ……………………………………………………….…. pg. 10
F.) Price Agreements ……………………………………………………………. … pg. 13
G.) Violations and Consequences ….………………………………………….….… pg. 14
H.) Nuts and Bolts………………………………………………………………….…pg. 15
Additional Info …………………………………………………………………….…pg. 17
Prior Approval Checklist …………………………………………………………….pg. 19
Forms
Cardholder Account Form ……………………………………………...…….pg. 21
Approving Official Agreement ……………………………………………… pg. 22
Cardholder Agreement……………………………………………………….. pg. 23
Documentation Lost/Unavailable Form…………………………………….…pg. 24
Disputed Transaction Form…………………………………………………....pg. 26
Return Card Form …………………………………………………………… pg. 27
Procurement Card Violation Form …………………………………………. pg. 28
.
Revised 3 March 2017
3
PROCUREMENT
CODE OF ETHICS
(Procurement and Fiscal
Rules)
Any person employed by the State of Colorado who purchases goods and services, or is involved in the
purchasing process, for the State, shall be bound by this code and shall:
1. Avoid the intent and appearance of unethical or compromising practice in relationships, actions, and
communications.
2. Demonstrate loyalty to the State of Colorado, by diligently following the lawful instructions of the
State of Colorado while using professional judgment, reasonable care, and exercising only the
authority granted.
3. Conduct all purchasing activities in accordance with the laws, while remaining alert to, and advising
the State of Colorado, regarding the legal ramifications of the purchasing decisions.
4. Refrain from any private or professional activity that would create a conflict between personal
interests and the interests of the State of Colorado (C.R.S., 18-8-308).
5. Identify and strive to eliminate participation of any individual in operational situations where a
conflict of interest may be involved.
6. Never solicit or accept money, loans, credits, or prejudicial discounts, and avoid the acceptance of
gifts, entertainment, favors, or services from present or potential suppliers which might influence, or
appear to influence purchasing decisions.
7. Promote positive supplier relationships through impartiality in all phases of the purchasing cycle.
8. Display the highest ideals of honor and integrity in all public and personal relationships in order to
merit the respect and inspire the confidence of the State of Colorado and the public being served.
9. Provide an environment where all business concerns, large or small, majority or minority owned, are
afforded an equal opportunity to compete for State of Colorado business.
10. Enhance the proficiency and stature of the purchasing profession by adhering to the highest
standards of ethical behavior.
Revised 3 March 2017
4
A.)
INTRODUCTION
The Office of the State Controller, State Purchasing & Contract Office in the Department of Personnel &
Administration is responsible for the statewide implementation and administration of the Procurement
Card Program. The State Purchasing Office Procurement Card Coordinator is the point of contact for
statewide procurement card policies and procedures. The DMVA Procurement Card Coordinator is
responsible for establishing and updating Departmental policies and procedures.
The procurement card program is established to allow state agencies, departments, and institutions to use
a credit card to make small purchases. Any state employees may be eligible to become procurement card
Cardholders
The goal of the program is to make it easier for state employees to acquire goods and
.
services while providing more timely payment to vendors and reducing the number of small dollar
payments. It is anticipated that the use of these credit cards will benefit the Department in several
ways:
Increased purchasing flexibility for Cardholders
Faster ordering and receipt of goods and services
Improved management of reports and purchasing activity (improved ability to plan)
Convenience
Control of small $ amount Purchases
No purchase order required
Vendor receives immediate payment
Streamline the payment process
Procurement card purchases are governed by the same
State
Statutes,
Procurement
Code,
Personnel and Fiscal rules
which apply to all purchases regardless of how they are paid by the state.
Therefore, all purchases are to be for official State business and must comply with the State of
Colorado Procurement Code and Fiscal Rules. Any unauthorized purchase can result in an
employee being held personally responsible in accordance with the Colorado Revised Statute
(CRS),
24-109-404,
LIABILITY OF PUBLIC EMPLOYEES:
“IF ANY GOVERNMENTAL BODY PURCHASES ANY SUPPLIES, SERVICES, OR CONSTRUCTION CONTRARY
TO THE PROVISIONS OF THIS CODE OR THE RULES PROMULGATED PURSUANT THERETO, THE HEAD OF
SUCH GOVERNMENTAL BODY AND THE PUBLIC EMPLOYEE, WHICH FOR THE PURPOSES OF THIS
SECTION INCLUDES ELECTED OFFICIALS, ACTUALLY MAKING SUCH PURCHASE SHALL BE PERSONALLY
LIABLE FOR THE COSTS THEREOF. IF SUCH SUPPLIES, SERVICES, OR CONSTRUCTION ARE UNLAWFULLY
PURCHASED AND PAID FOR WITH STATE MONEYS, THE AMOUNT THEREOF MAY BE RECOVERED IN THE
NAME OF THE STATE IN AN APPROPRIATE CIVIL ACTION.”
Cardholders and Approving Officials play a critical role in ensuring the success of the procurement card
program. The receipt of a procurement card is the State's demonstration of confidence in the Cardholder.
Although the card lists an individual's name or department name it is actually issued to the State. Each
agency is responsible for the use and payment of every purchase made with the card.
Citibank is the card
issuer. Each card has multiple controls in place, such as spending limits and a
Revised 3 March 2017
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