HomeMy Public PortalAbout120_050_Agenda Item Sept 22 2016 - Employee Purchasing Policy.pdfMAYOR
Jason Buelterman CITY COUNCIL Barry Brown, Mayor Pro Tem Wanda Doyle, Barry Brown
Monty Parks Bill Garbett Julie Livingston
John Majors
CITY OF TYBEE ISLAND
CITY MANAGER
Diane Schleicher CLERK OF COUNCIL Janet LeViner CITY ATTORNEY Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org
City Council Agenda Item Request
Council Meeting Date for Request: September 22, 2016
Item: To request the City Council’s approval of an employee purchasing card policy for full time
employees under the supervision of the City Manager.
Explanation: In an effort to establish former policies for administering an employee purchasing card
program for full time employees, I am presenting the City Council with employee purchasing card policy
and with internal purchasing card program guidelines to review and consider for adoption or denial. The
detailed employee purchasing card policy is included as in Attachement A, entitled Employee Purchasing
Card Policy. Attachment B represents the City of Tybee Island, Purchasing Card Program Policy
User’s Manual. It makes improvements to the current practices followed by employees’ use of the
purchasing card.
Purchasing Program Overview
The Department of Administrative Services partnered with the Bank of America to establish a purchasing
card program for State and local governments to utilize for small dollar purchases. Most governments issue
purchasing cards to employees in order to allow employees to purchase items that are below the government’s dollar threshold for requiring a purchase order; those amount are usually $500 to $1,000 and
do not require quotes, bids, or RFP’s, etc. In addition, the purchasing card program entailed establishing
transaction limits on users cards that were normally set at governments’ lower dollar thresholds. The
program offered a marginal annual rebate based varying basis points on the dollar volume of purchases
made annually. The government entity was responsible for filing the annual 1099 forms with the IRS for purchases from relevant vendors; the Bank of America did not assume that responsibility.
The program offered merchant category code (MMC) restrictions limiting the type of vendors (merchants)
from which each card holder could make purchases. For example, the cards were restricted for use at
gasoline stations, airlines, alcohol beverage stores, pharmacies, etc. or any merchant category that was considered to be prohibited. When the City of Tybee Island issued the current purchasing card no such
restrictions were placed on any of the cards.
City of Tybee Island’s Current Purchasing Card Practices
Currently, the City has purchasing (credit) cards through SunTrust Bank. The cards that were originally issued in September of 2010 as purchasing (debit) cards; the SunTrust Bank withdrew money from our checking account immediately each week for all purchases. The bank earned fees based on the frequency of
the transaction processes, etc. The cards are now set-up as purchasing (credit) cards with the banking
billing us monthly for payments. The City issued implemented the use of cards without any former policies
and procedures and without transactions limitations set on any of the cards. The cards have monthly credit
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limits which varies by person and can be changed at the request of the card holder without any former
procedures. The way that the cards were set up required that the City be responsible for filing the annual
1099 report to the IRS on all eligible vendors just as if we issued checks payments to do them; this was
never done because the staff at the time did not have knowledge of the requirement and the bank failed to
provide that information.
Below I have outlined the pros and cons of the City’s use of the purchasing cards, with the pros
representing the selling points of the bank and card users and cons representing the reality that offsets the
pros:
1. Pros:
The City implemented the purchasing cards to receive the marginal rebate from the bank.
Therefore, employees were instructed to use the purchasing card for as many purchases as
possible regardless of the dollar value.
Below is a sample schedule of a purchasing program rebate structure:
This is the structure of the BOA not SunTrust Bank's Rebate Structure
Annual Net Spend Rebate Percentage Rebate Range
Less than $20,000 N/A N/A
Between $20,000 and $999,999.99 50 basis pts. (.0050)100.00$
Between $1,000,000 and $2,999,999.99 100 bps (.0100)10,000.00$
Between$3,000,000 and $7,999,999.99 110 bps (.0110)33,000.00$
Greater than or equal to $8,000,000.00 140 bps (.0140)112,000.00$
SAMPLE OF BANK OF AMERICA'S LOCAL REBATE STRUCTURE
STATE OF GEORGIA PURCHASING CARD PROGRAM
From September, 2010 through June, 2015, the City received a total of $109,425.06 in
rebate cash receipts. The detail of cash receipts to the City is shown in the table below:
SunTrust Bank
Fiscal Year\Mo\Year Rebate Receipts Card Type
FY2011 0 Debit
Feb-12 25,477.61$ Debit
Feb-13 27,891.00$ Debit
Feb-14 26,185.45$ Debit
Jun-15 29,871.00$ Debit\Credit
FY2016 -$ Credit
Total Rebate Receipts 109,425.06
• Using the purchasing card was convenient for employees.
• Employees no longer needed to request payments from Finance prior to making a
purchase. Some purchases were made first and the purchase order inputted later.
• Also, use of the card made it more convenience for employees to eliminate the need for
supervisor approval of purchases.
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Cons:
• The City did not set by per transaction limits amounts on the cards. The City only
established monthly credit limits that any employee could have increased upon request,
monthly credit limits once ranged up to $99,999.
• The City lost control of ensuring that purchasing policies were followed for items exceeding
the $1,000, $5,000 and $20,000 thresholds.
• The City lost control of its cash flows over spending.
• The lack of per transaction limits on the cards puts the City at significant risk of fraud.
• The lack of merchant (vendor) code blocking put the City at risk of fraud.
2. Pros:
• The purpose was to save money in staff time (soft dollar costs) in processing large volumes
of checks written by the reduction of the time it took the department and the Finance staff to
process payment transactions.
• In addition, it would reduce the cost of check stock and postage.
Cons:
• The soft dollar costs were lost by the vendor’s hard dollar cost from increasing the cost of
goods purchased with purchasing cards. When purchase cards\credit cards are used vendors
tend to increase the cost of their products to compensate for the loss credit card processing
fees that they must pay to the bank and merchant service companies; therefore, the use of
purchase cards\credit cards are more costly for purchases especially larger dollar items.
• The City inputs all transactions as purchase orders regardless of the dollar value which
utilizes more staff time; therefore, it does not reduce financial savings in personnel costs by
departments or by Finance personnel.
• In addition, the card transactions were posted as purchased orders under each employee’s
vendor name, instead of under the vendor name of SunTrust Bank; therefore, there is no
record that the City made payments to SunTrust Bank for purchasing cards.
• SunTrust Bank does not mail each out individual monthly statements to each card holder;
the Finance staff must generate each cardholder reports from the bank’s website and email
the statement to them each month which takes up more staff time.
• SunTrust Bank sends one master statement to Finance each month. Finance spends days
reconciling the individual transactions on the statement to the purchase orders posted to
determine if employees have turned in all of their purchasing receipts. SunTrust Bank
expects payment within 14 days of receipts of the monthly statement; therefore, the limited
time frame means that Finance must pay the bank prior to complete reconciliation of the
statement, if employees have failed to turn in purchasing receipts timely.
• SunTrust Bank charges us fees for processing the credit card transactions.
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3. Pros:
• If the banks online software is used the one Finance employee can track the employee
spending for 36 months only.
Cons:
• The vendor spending data is not tracked and integrated into the financial system; in other
words, the City can’t track who we are using as vendors and how much money we are
spending with vendors within the City’s financial system where multiple people have access
to monitor it. We lack complete history on how much money we’ve paid a vendor over a
period of time.
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Recommendation
I am purposing two options for the use of purchasing cards for the City Council’s decision.
1. Option No. 1 – The City Council may approve the purchasing card program policies and
procedures which includes the following:
a. The purchasing cards will only be issued to employees in specified positions;
b. The Finance Department will have 5 purchase cards with maximum limits up to $50,000,
available for departments to check out for a specific purpose, if an employee does not have
a purchasing card; and
c. The per transaction limit for all employees is $1,000 (complies with our purchasing
ordinance for items that do not require three quotes, etc.), with a maximum not to exceed
monthly credit limit that ranges from $5,000 to $30,000 depending upon the responsibilities
of the card holder as disclosed in the schedule on the following page:
EMPLOYEE POSITION
MONTHLY
CREDIT LIMIT
PER
TRANSACTION
LIMIT
City Mananger $ 5,000.00 $ 1,000.00
City Mananger: Administrative Assistant $ 5,000.00 $ 1,000.00
Parking Services Supervisor $ 10,000.00 $ 1,000.00
Parking Services Assistant Supervisor $ 10,000.00 $ 1,000.00
Director of Finance & General Administration $ 10,000.00 $ 1,000.00
Finance: Accounts Payable Clerk $ 5,000.00 $ 1,000.00
Finance: Purchasing Clerk $ 5,000.00 $ 1,000.00
Finance: Accountant $ 5,000.00 $ 1,000.00
Finance: Revenue\Payroll Clerk $ 5,000.00 $ 1,000.00
Lnformation Technology Division Director $ 30,000.00 $ 1,000.00
Lnformation Support Specialist $ 5,000.00 $ 1,000.00
Iuman Resources Division Director $ 10,000.00 $ 1,000.00
River's End RV Park Director $ 30,000.00 $ 1,000.00
River's End RV Park: Office Manager $ 10,000.00 $ 1,000.00
Water & Sewer Director $ 50,000.00 $ 1,000.00
Water & Sewer: Supervisor $ 5,000.00 $ 1,000.00
Communinity Development Director $ 10,000.00 $ 1,000.00
Community Development: Mainstreet Coordinator $ 5,000.00 $ 1,000.00
Chief of Police Department $ 30,000.00 $ 1,000.00
Police Department: Office Manager $ 10,000.00 $ 1,000.00
Chief of Fire Department $ 30,000.00 $ 1,000.00
Emergency Manager $ 20,000.00 $ 1,000.00
Public Works Director $ 30,000.00 $ 1,000.00
Public Works: Assistant Director $ 30,000.00 $ 1,000.00
Public Works: Administrative Assistant $ 30,000.00 $ 1,000.00
Municipal Court "City Dept Card" $ 5,000.00 $ 1,000.00
Finance Department "City Card No. 1" $ 50,000.00 $ 1,000.00
Finance Department "City Card No 2" $ 50,000.00 $ 1,000.00
Finance Department "City Card No. 3" $ 50,000.00 $ 1,000.00
Finance Department "City Card No 4" $ 50,000.00 $ 1,000.00
Finance Department "City Card No. 5" $ 50,000.00 $ 1,000.00
TOTAL (Excluding Elected Officials & City Clerk) $ 650,000.00
OPTION NO. 1
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The detailed Employee Purchasing Card Policy is included as a Attachement A; and the
Purchasing Card Program Policy User’s Manual included as Attachment B.
The City has the option to switch to the Bank of America’s purchasing card program to receive the
better benefits and use of the purchasing cards without fees.
2. Option No. 2 – The City Council may approve the purchasing card program policies and
procedures which includes the following:
a) The purchasing cards will only be issued to employees in specified positions.
b) The Finance Department will have 5 purchase cards with maximum limits up to $50,000,
available for departments to check out for a specific purpose, if an employee does not have a
purchasing card.
c) Both the per transaction limit and the monthly credit limit includes maximums not to exceed
ranges from $3,000 to $30,000 depending upon the responsibilities\specified positions of the
card holder as follows:
EMPLOYEE POSITION
MONTHLY
CREDIT LIMIT
PER
TRANSACTION
LIMIT
City Mananger $ 5,000.00 $ 4,999.99
City Mananger: Administrative Assistant $ 5,000.00 $ 2,000.00
Parking Services Supervisor $ 10,000.00 $ 4,999.99
Parking Services Assistant Supervisor $ 10,000.00 $ 4,999.99
Director of Finance & General Administration $ 10,000.00 $ 4,999.99
Finance: Accounts Payable Clerk $ 5,000.00 $ 2,000.00
Finance: Purchasing Clerk $ 5,000.00 $ 2,000.00
Finance: Accountant $ 5,000.00 $ 2,000.00
Finance: Revenue\Payroll Clerk $ 5,000.00 $ 2,000.00
Lnformation Technology Division Director $ 30,000.00 $ 19,999.99
Lnformation Support Specialist $ 5,000.00 $ 4,999.99
Iuman Resources Division Director $ 10,000.00 $ 4,999.99
River's End RV Park Director $ 30,000.00 $ 4,999.99
River's End RV Park: Office Manager $ 10,000.00 $ 4,999.99
Water & Sewer Director $ 50,000.00 $ 19,999.99
Water & Sewer: Supervisor $ 5,000.00 $ 2,000.00
Communinity Development Director $ 10,000.00 $ 4,999.99
Community Development: Mainstreet Coordinator $ 5,000.00 $ 2,000.00
Chief of Police Department $ 30,000.00 $ 4,999.99
Police Department: Office Manager $ 10,000.00 $ 4,999.99
Chief of Fire Department $ 30,000.00 $ 4,999.99
Emergency Manager $ 20,000.00 $ 4,999.99
Public Works Director $ 30,000.00 $ 4,999.99
Public Works: Assistant Director $ 30,000.00 $ 19,999.99
Public Works: Administrative Assistant $ 30,000.00 $ 19,999.99
Municipal Court "City Dept Card" $ 5,000.00 $ 2,000.00
Finance Department "City Card No. 1" $ 50,000.00 $ 19,999.99
Finance Department "City Card No 2" $ 50,000.00 $ 19,999.99
Finance Department "City Card No. 3" $ 50,000.00 $ 19,999.99
Finance Department "City Card No 4" $ 50,000.00 $ 19,999.99
Finance Department "City Card No. 5" $ 50,000.00 $ 19,999.99
TOTAL (Excluding Elected Officials & City Clerk) $ 650,000.00
OPTION NO. 2
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The detailed Employee Purchasing Card Policy is included as a Attachement A; and the
Purchasing Card Program Policy User’s Manual included as Attachment B.
The City has the option to switch to the Bank of America’s purchasing card program to receive the
better benefits and use of the purchasing cards without fees.
Paper Work: X___ Attached* Already Distributed
Submitted by: Angela Hudson, Finance Director
September 15, 2016 Date given to Clerk of Council
ATTACHMENT A
EMPLOYEE PURCHASING CARD POLICY
EMPLOYEE PURCHASING CARD POLICY
Full-time employees in designated positions may be allowed to have purchasing (credit) cards. Before being issued
a purchasing card, authorized card users must sign and accept an agreement with the City that the users will use the
cards only in accordance with the City purchasing policies and purchasing card policy program. The City Council
established transaction limitations and monthly credit limitations for each designated cardholder based upon the
individual position held as follows:
OPTION NO. 1 OPTION NO. 2
EMPLOYEE POSITION
MONTHLY
CREDIT LIMIT
PER
TRANSACTION
LIMIT
PER
TRANSACTION
LIMIT
City Mananger $ 5,000.00 $ 1,000.00 $ 4,999.99
City Mananger: Administrative Assistant $ 5,000.00 $ 1,000.00 $ 2,000.00
Parking Services Supervisor $ 10,000.00 $ 1,000.00 $ 4,999.99
Parking Services Assistant Supervisor $ 10,000.00 $ 1,000.00 $ 4,999.99
Director of Cinance & Deneral Administration $ 10,000.00 $ 1,000.00 $ 4,999.99
Cinance: Accounts Payable Clerk $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance: Purchasing Clerk $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance: Accountant $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance: Revenue\Payroll Clerk $ 5,000.00 $ 1,000.00 $ 2,000.00
Information Technology Division Director $ 30,000.00 $ 1,000.00 $ 19,999.99
Information Support Specialist $ 5,000.00 $ 1,000.00 $ 4,999.99
Iuman Resources Division Director $ 10,000.00 $ 1,000.00 $ 4,999.99
River's End RV Park Director $ 30,000.00 $ 1,000.00 $ 4,999.99
River's End RV Park: Office Manager $ 10,000.00 $ 1,000.00 $ 4,999.99
Water & Sewer Director $ 50,000.00 $ 1,000.00 $ 19,999.99
Water & Sewer: Supervisor $ 5,000.00 $ 1,000.00 $ 2,000.00
Communinity Development Director $ 10,000.00 $ 1,000.00 $ 4,999.99
Community Development: Mainstreet Coordinator $ 5,000.00 $ 1,000.00 $ 2,000.00
Chief of Police Department $ 30,000.00 $ 1,000.00 $ 4,999.99
Police Department: Office Manager $ 10,000.00 $ 1,000.00 $ 4,999.99
Chief of Cire Department $ 30,000.00 $ 1,000.00 $ 4,999.99
Emergency Manager $ 20,000.00 $ 1,000.00 $ 4,999.99
Public Works Director $ 30,000.00 $ 1,000.00 $ 4,999.99
Public Works: Assistant Director $ 30,000.00 $ 1,000.00 $ 19,999.99
Public Works: Administrative Assistant $ 30,000.00 $ 1,000.00 $ 19,999.99
Municipal Court "City Dept Card" $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance Department "City Card No. 1" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No 2" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No. 3" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No 4" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No. 5" $ 50,000.00 $ 1,000.00 $ 19,999.99
TOTAL (Excluding Elected Officials & City Clerk) $ 650,000.00
Employee Purchasing Card Policy
Employee Purchasing Card Policy Page 2
The cardholder must use the purchasing card for legitimate business purposes only. Cardholders’ purchases must
be within the procurement guidelines of the City’s purchasing ordinance and the State law. Cardholders are
prohibited from using the card for personnel use or for any item or service not directly related to the City’s
business. The purchasing card may not be used for entertainment or to obtain cash. Emergency transactions over
the card limit may not be handled with the purchasing card. Improper use of the card will subject cardholder to
disciplinary action in accordance with City of Tybee Island’s Personnel Policies and Procedures relating to
disciplinary action up to and including termination of employment for cause. The City shall use all means
necessary to collect any amounts owed by the cardholder for improper use, even if the cardholder is no longer
employed by the City.
The City may terminate a cardholder’s privilege to use the card at any time for any reason. Cardholders must return
the card to the Finance Department immediately upon request; transfer to another position; or upon termination of
employment.
Cardholder’s must remit all purchasing receipts to the Finance Department within 5 days of receipt of the monthly
statement. All non-department director cardholder purchases must be approved by the Department Director.
Department Director cardholders’ purchases must be approved by the City Manager.
The City designates the office of the Finance Director as the purchasing card program administrator. The Finance
Director may assign a Purchasing Card Administrator to be responsible for the over-all employee purchasing card
program. The Finance Department will audit and review purchases made by cardholders on a monthly bases.
ATTACHMENT B
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
CITY OF TYBEE ISLAND, GEORGIA
PURCHASING CARD PROGRAM
POLICY
USER’S MANUAL
Issued 09-23-2016
By: Finance Department
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
TABLE OF CONTENTS
OVERVIEW ........................................................................................................................................................... 1
I. GENERAL......................................................................................................................................................... 2
A. DEFINITIONS ................................................................................................................................................... 2 B. CARDHOLDER ELIGIBILITY ............................................................................................................................. 2
C. CARDHOLDER LIABILITY ................................................................................................................................ 3 D. SPENDING CONTROLS ..................................................................................................................................... 3
E. SECURITY AND STORAGE ............................................................................................................................... 3 F. LOST, MISPLACED OR STOLEN PURCHASING CARDS ...................................................................................... 3
II. RESPONSIBILITIES AND DUTIES ............................................................................................................ 4
A. CARDHOLDER ................................................................................................................................................. 4 B. DEPARTMENTAL LIAISON ............................................................................................................................... 5
C. PURCHASING CARD ADMINISTRATOR ............................................................................................................. 6
III. CARDHOLDER TERMINATION ................................................................................................................ 7
IV. ERRONEOUS DECLINES ........................................................................................................................... 7
V. EMERGENCY TRANSACTIONS ............................................................................................................... 8
VI. CREDITS ....................................................................................................................................................... 8
VII. UNRESOLVED DISPUTES AND BILLING ERRORS ............................................................................... 8
VIII. VENDOR SET UP .......................................................................................................................................... 8
IX. VENDOR BLOCKING ........................................................................ ERROR! BOOKMARK NOT DEFINED.
X. PURCHASING CARD SET UP, MAINTENANCE, AND CLOSURE…………………………………….9
XI. RECONCILIATION, APPROVAL & ALLOCATION OF BILLING ....................................................... 12
CARDHOLDER PURCHASING CARD AGREEMENT………………………………………… ATTACHMENT 1
CARDHOLDER STATEMENT OF DISPUTED ITEM FORM………………………………….. ATTACHMENT 2
PURCHASING CARD ACTIVITY LOG ……………………………………..………………….. ATTACHMENT 3
CONTACT LIST ………………..…………………………………………………………..…….. ATTACHMENT 4
ACCOUNTS PAYABLE DUE DATE SCHEDULE… ………… ……………………………… ATTACHMENT 5
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
1 | Page
OVERVIEW
The purpose of the City of Tybee Island Purchasing Card program is to establish a more efficient, cost-
effective method of purchasing and paying for small dollar transactions. The program was designed as
an alternative to the traditional purchasing process for supplies and services. If used to its potential, the
program will result in a significant reduction in the volume of purchase orders and related
documentation including invoices and checks. In addition, corresponding work processes associated
with ordering and check writing will be eliminated. The Purchasing Card can be used with any
supplier that accepts Visa as a form of payment.
The Purchasing Card Program Policy User’s Guide provides the guidelines for using the Purchasing
Card. Please read it carefully. YOUR SIGNATURE ON THE CARDHOLDER AGREEMENT SHOWS
THAT YOU UNDERSTAND THE INTENT OF THE PROGRAM AND AGREE TO FOLLOW THE
ESTABLISHED GUIDELINES.
The following important points should be reviewed before using the Purchasing Card:
• Your Purchasing Card is issued in your name. All purchases made on the Purchasing Card must be
only yours. You are responsible for the security of the Purchasing Card and the transactions made
with it. If you do not follow these guidelines when using the Purchasing Card, you could receive
disciplinary action, up to and including termination.
• You can use the Purchasing Card at any vendor or service provider that accepts Visa and is not on the
restricted list. It may be used for in-store purchases, mail, telephone, and internet or fax orders.
• You may use the Purchasing Card to purchase supplies and services less than the Single Transaction
Limit of established for you as an individual purchasing card user.
• Use must not exceed the credit limit assigned to the Purchasing Card in a given month.
• You must reconcile the statement received from SunTrust to ensure all charges are accurate.
Statement reconciliation needs to be completed within five (5) business days of receipt of your
statement.
• The Purchasing Card is not intended to avoid or bypass appropriate purchasing or payment
procedures. This program compliments the existing processes available.
• The Purchasing Card is not for personal use.
• The Purchasing Card must be returned to the Finance Department upon your transfer to another
department or termination.
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
2 | Page
I. GENERAL
A. Definitions
1. Card Issuer – SunTrust Bank’s services include issuing Visa Purchasing Cards to City of Tybee Island employees, providing electronic transaction authorizations, and
billing City of Tybee Island for all purchases made on the cards.
2. City of Tybee Island - Arranges with the card issuer, SunTrust Bank, to have
Purchasing Cards issued to approve employees and agrees to accept liability for the employees’ use of the cards.
3. Department Director - City of Tybee Island official who must approve employee’s request for a Purchasing Card and submit application to the Purchasing Card
Administrator in the Finance Department. Department Director Approval delegates
transaction authority to the Cardholder.
4. Departmental Liaison - An employee in each department designated by the
Department Director to be responsible for reviewing transactions of individual Cardholders to make sure the transactions are legitimate business expenses and are
classified appropriately.
5. Purchasing Card Administrator - The central Administrator located in the Finance
Department who coordinates the Purchasing Card program for City of Tybee Island
and acts as the City’s intermediary in correspondence with the card issuer.
6. Cardholder - An employee of City of Tybee Island who is approved by his/her Department Director to use the Purchasing Card to execute purchase transactions on behalf of the City.
7. Vendor - The merchant from whom a Cardholder is making a purchase.
B. Cardholder Eligibility
1. Criteria to receive a Purchasing Card are as follows:
a) Applicant must be a full-time employee of City of Tybee Island.
b) The applicant’s Purchasing Card Application must be approved by his/her Department Director/City Manager.
c) Applicant must be assigned a Departmental Liaison selected by his/her Department Director/Finance Director.
d) Employee must attend a training session before receiving his/her Purchasing Card.
e) Each individual Cardholder must sign a Cardholder Agreement Form
(Attachment 1) in the presence of the Purchasing Card Administrator.
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
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C. Cardholder Liability
1. The Purchasing Card is a corporate charge card which will not affect the
Cardholder’s personal credit; however, it is the Cardholder’s responsibility to
ensure that the card is used within stated guidelines of the Purchasing Card Policy Cardholder Manual as well as City of Tybee Island Policies and Procedures relating
to the expenditure of City of Tybee Island funds.
2. Failure to comply with program guidelines may result in permanent revocation of the
card, notification of the situation to management, and further disciplinary measures up to and including termination.
D. Spending Controls
1. The Purchasing Card is to be used only for the purchase of supplies that are deemed
necessary for the operation of the city. Spending parameters for each Purchasing Card are as stated in the individual Cardholder Agreement. The City, through the
Finance Department, may adjust limits as determined by demonstrated need not to
exceed the limits allowed in the City of Tybee Island Purchasing Ordinance.
E. Security and Storage
1. Purchasing Cards
a) Cardholders should always treat the Purchasing Card with at least the same level of care as one does his own personal credit cards. The card should be
maintained in a secure location and the card account number should be carefully guarded. The only person entitled to use the card is the person whose name appears on the face of the card. The card may not be used by
another person for any reason.
2. Program Documentation
a) The Departmental Liaison assigned to each Cardholder will review the
Cardholder’s vendor receipts/packing slips/charge slips and forward them to
the Purchasing Card Administrator in the Finance Department. The Purchasing Card Administrator located in the Finance Department will
maintain all other documentation concerning the Purchasing Card program. This documentation includes, but is not limited to, applications, Cardholder Agreements, bank programs, and copies of transmittals and correspondence
with bank.
F. Lost, Misplaced or Stolen Purchasing Cards
1. Cardholders are required to immediately report any lost or stolen Purchasing Card to SunTrust Bank toll-free at 1-800-836-8562 (24 hours a day, 365 days a year). The
Cardholder must also immediately notify his/her Department Liaison about the lost or stolen card at the first opportunity during normal business hours.
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
4 | Page
II. RESPONSIBILITIES AND DUTIES
A. Cardholder
1. The Cardholder must use the Purchasing Card for legitimate business purposes only. The Purchasing Card may not be used for entertainment, cash, and miscellaneous
other categories. Misuse of the card will subject Cardholder to disciplinary action in
accordance with City of Tybee Island Personnel Policies and Procedures relating to disciplinary action up to and including termination for cause. The Cardholder must:
a) Ensure the Purchasing Card is used for legitimate business purposes only.
b) Maintain the Purchasing Card in a secure location at all times.
c) Not allow other individuals to use their Purchasing Card.
d) Adhere to the purchase limits and restrictions of the Purchasing Card and
ensure the total amount of any single transaction does not exceed the card
limit.
e) Obtain and reconcile all sales slips, register receipts, and/or Purchasing Card
slips to SunTrust Bank’s Cardholder statement and provide same to Departmental Liaison for reconciliation, approval and allocation of
transactions. f) Attempt to resolve disputes or billing errors directly with the vendor and
notify SunTrust Bank if the dispute or billing error is not satisfactorily resolved by faxing SunTrust Bank the required Dispute Form (Attachment 2).
g) Ensure that an appropriate credit for the reported disputed item or billing
error appears on a subsequent Cardholder statement.
h) Not accept cash in lieu of a credit to the Purchasing Card account.
i) Immediately report a lost or stolen card to SunTrust Bank by calling 1-800-836-8562 (24 hours a day, 365 days a year).
j) Immediately notify Departmental Liaison of a lost or stolen Purchasing Card at the first opportunity during normal business hours.
k) Return the Purchasing Card to Departmental Liaison upon terminating employment with City of Tybee Island or transferring Departments within
the city. l) Contact the Departmental Liaison if a vendor does not accept the Visa
Purchasing Card.
m) Report erroneous and emergency transaction needs to the Departmental
Liaison during normal business hours.
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
5 | Page
B. Departmental Liaison
1. Each Department Director must designate one or more Departmental Liaisons for
his/her department. The Department Director will assign a Departmental Liaison for each Purchasing Card application approved for his/her employees. The
Departmental Liaison must receive training before any employees in the
department may receive a Purchasing Card. Responsibilities include:
a) Reviewing vendor receipts attached to the SunTrust Bank Cardholder statements.
b) Reviewing Cardholder transactions on the monthly Department report distributed by the Purchasing Card Administrator.
c) Card user should attempt to resolve any disputes with vendor and/or SunTrust Bank not resolved by Cardholder.
d) Card user should notify Purchasing Card Administrator in 3 to 5 days of any unresolved disputes, noting the reason for dispute.
e) Notify Purchasing Card Administrator of lost or stolen cards.
f) Request Purchasing Card Administrator to cancel a Cardholder’s card (e.g.
terminated employees, transferring departments, loss of purchasing card privileges) as approved by Department Director.
g) Collect canceled cards from Cardholders and forwarding to Purchasing Card Administrator.
h) Notify the Purchasing Card Administrator of Cardholder request(s) to have
SunTrust Bank set up a vendor to accept Visa.
i) Assist Cardholders with erroneous declines and emergency transactions.
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6 | Page
C. Purchasing Card Administrator
1. The Finance Director will assign a Purchasing Card Administrator to be
responsible for the over-all Purchasing Card program. Responsibilities include:
a) City of Tybee Island liaison with SunTrust Bank.
b) Utilizing Software from SunTrust Bank.
c) Reviewing Department approved applications for completeness of required information.
d) Submit completed application to SunTrust Bank and receiving Purchasing Card from SunTrust Bank.
e) Train Departmental Liaisons before releasing Purchasing Cards.
f) Train Cardholder before releasing Purchasing Card.
g) Have Cardholder sign Cardholder Agreement (Attachment 1), signifying
agreement with the terms of the Purchasing Card program.
h) Handle disputed charges/discrepancies not resolved by Cardholder or
Departmental Liaison.
i) Secure revoked Purchasing Cards and submitting information to SunTrust
Bank. j) Distribute monthly reports to Departmental Liaisons and notifying
Departmental Liaisons of cut-off date for approvals.
k) Process electronic upload of bill to accounting.
l) Review usage of Purchasing Card data for appropriateness.
m) Ensure that lost or stolen cards have been blocked by SunTrust Bank.
n) Forward vendor set up requests to SunTrust Bank. o) Assist the Departmental Liaison with erroneous declines and emergency
transactions.
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
7 | Page
III. CARDHOLDER TERMINATION
A. The Purchasing Card Administrator is required to close an account if a Cardholder:
1. Transfers to a different department
2. Moves to a new job in which a Purchasing Card is not required
3. Terminates employment
4. For any of the following reasons which will also subject Cardholder to disciplinary action in accordance with City of Tybee Island Policies and
Procedures relating to disciplinary action and termination for cause:
a) The Purchasing Card is used for personal or unauthorized purposes.
b) The Purchasing Card is used to purchase alcoholic beverages or any
substance, material, or service which violates policy, law or regulation
pertaining to the City.
c) The Cardholder allows the card to be used by another individual.
d) The Cardholder splits a purchase to circumvent the limitations of the
Purchasing Card or to by-pass other established purchasing procedures.
e) The Cardholder uses another Cardholder’s card to circumvent the purchase
limit assigned to either Cardholder or the limitations of the Purchasing Card. f) The Cardholder fails to provide Departmental Liaison with required receipts.
g) The Cardholder fails to provide, when requested, information about any
specific purchase.
h) The Cardholder does not adhere to all of the Purchasing Card policies and
procedures.
IV. ERRONEOUS DECLINES
A. Should the Purchasing Card be erroneously declined by a vendor, the Cardholder should immediately contact the Departmental Liaison for assistance.
1. If the purchase is being made outside of normal City of Tybee Island business hours, the employee must find an alternate payment method or terminate the purchase and
contact the Departmental Liaison during normal hours.
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PURCHASING CARD PROGRAM POLICY USER’S MANUAL
8 | Page
V. EMERGENCY TRANSACTIONS
A. Emergency transactions over the card limit may not be handled with the Purchasing Card.
For any transaction which does not meet the spending controls assigned to the card, the
Cardholder must contact the Finance Department for assistance.
VI. CREDITS
A. Vendors will issue all credits to the individual Purchasing Card account for any item they
have agreed to accept for return. This credit will appear on a subsequent statement. Under no circumstances shall a Cardholder accept cash in lieu of a credit to the Purchasing Card account.
VII. UNRESOLVED DISPUTES AND BILLING ERRORS
A. The Cardholder is responsible for contacting the vendor to resolve any disputed charges or billing errors. If the matter is not resolved with the vendor, the Cardholder/Departmental Liaison should:
1. Contact SunTrust Bank at 1-800-836-8562 directly for assistance.
2. Mail or fax to SunTrust Bank a signed SunTrust Bank Dispute Form (Attachment 2) to document the reason for the dispute.
3. Contact the Departmental Liaison/Purchasing Card Administrator for assistance if an acceptable resolution is not obtained.
4. The total amount billed by SunTrust Bank will be charged to the individual departmental accounts and credits for disputed transactions will be posted to
departmental accounts when the credit appears on the SunTrust Bank billing.
VIII. VENDOR SET UP
A. The Finance Department will conduct a study of frequently used vendors for purchases which
qualify for use of the Purchasing Card by Cardholders. If a vendor frequently used by City of
Tybee Island employees does not accept the Visa card, City of Tybee Island will assist in recruiting the vendor to take the necessary steps to begin acceptance of the card and provide
this information to SunTrust Bank. Cardholders should contact the Departmental Liaison when encountering vendors who do not accept the card.
IX. VENDOR BLOCKING
A. Transactions will be blocked at the point-of-sale level at the types of vendors included on a
Listing of Blocked Vendors.
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X. PURCHASING CARD SET UP, MAINTENANCE, AND CLOSURE
A. All contact with SunTrust Bank for Purchasing Card set up, maintenance and closure (except
for reporting lost or stolen cards) will be handled by the Purchasing Card Administrator(s) or
Finance Director who are located in the City of Tybee Island’s City Hall offices.
1. Card Set Up
a) City of Tybee Island employee completes a City of Tybee Island Purchasing
Card request and submits to his/her Department Director for completion and approval.
b) Department Director completes the request by providing the name of the Departmental Liaison and default accounting code to be assigned to the card.
c) Department Director signature approval delegates transaction authority to the Cardholder.
d) Approved request is to be sent by the Department Director or Departmental Liaison to the Purchasing Card Administrator.
e) Purchasing Card Administrator reviews request for completeness and submits application to SunTrust Bank in format approved by SunTrust Bank.
f) Upon receipt of the Purchasing Card from SunTrust Bank, the Purchasing Card Administrator will conduct a training session with the Cardholder prior
to issuing the card. g) Cardholder signs Cardholder Agreement signifying agreement with the terms
of the Purchasing Card program.
2. Employee Monthly Credit Limits & Per Transaction Limits a) Employee monthly credit limits and per transaction limits an established
based upon an employees position. The established limits are as follows:
CITY OF TYBEE ISLAND
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10 | Page
OPTION NO. 1 OPTION NO. 2
EMPLOYEE POSITION
MONTHLY
CREDIT LIMIT
PER
TRANSACTION
LIMIT
PER
TRANSACTION
LIMIT
City Mananger $ 5,000.00 $ 1,000.00 $ 4,999.99
City Mananger: Administrative Assistant $ 5,000.00 $ 1,000.00 $ 2,000.00
Parking Services Supervisor $ 10,000.00 $ 1,000.00 $ 4,999.99
Parking Services Assistant Supervisor $ 10,000.00 $ 1,000.00 $ 4,999.99
Director of Cinance & Deneral Administration $ 10,000.00 $ 1,000.00 $ 4,999.99
Cinance: Accounts Payable Clerk $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance: Purchasing Clerk $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance: Accountant $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance: Revenue\Payroll Clerk $ 5,000.00 $ 1,000.00 $ 2,000.00
Information Technology Division Director $ 30,000.00 $ 1,000.00 $ 19,999.99
Information Support Specialist $ 5,000.00 $ 1,000.00 $ 4,999.99
Iuman Resources Division Director $ 10,000.00 $ 1,000.00 $ 4,999.99
River's End RV Park Director $ 30,000.00 $ 1,000.00 $ 4,999.99
River's End RV Park: Office Manager $ 10,000.00 $ 1,000.00 $ 4,999.99
Water & Sewer Director $ 50,000.00 $ 1,000.00 $ 19,999.99
Water & Sewer: Supervisor $ 5,000.00 $ 1,000.00 $ 2,000.00
Communinity Development Director $ 10,000.00 $ 1,000.00 $ 4,999.99
Community Development: Mainstreet Coordinator $ 5,000.00 $ 1,000.00 $ 2,000.00
Chief of Police Department $ 30,000.00 $ 1,000.00 $ 4,999.99
Police Department: Office Manager $ 10,000.00 $ 1,000.00 $ 4,999.99
Chief of Cire Department $ 30,000.00 $ 1,000.00 $ 4,999.99
Emergency Manager $ 20,000.00 $ 1,000.00 $ 4,999.99
Public Works Director $ 30,000.00 $ 1,000.00 $ 4,999.99
Public Works: Assistant Director $ 30,000.00 $ 1,000.00 $ 19,999.99
Public Works: Administrative Assistant $ 30,000.00 $ 1,000.00 $ 19,999.99
Municipal Court "City Dept Card" $ 5,000.00 $ 1,000.00 $ 2,000.00
Cinance Department "City Card No. 1" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No 2" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No. 3" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No 4" $ 50,000.00 $ 1,000.00 $ 19,999.99
Cinance Department "City Card No. 5" $ 50,000.00 $ 1,000.00 $ 19,999.99
TOTAL (Excluding Elected Officials & City Clerk) $ 650,000.00
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
11 | Page
3. Card Maintenance
a) Department Director or Departmental Liaison is to make all maintenance
requests to the Purchasing Card Administrator.
b) Purchasing Card Administrator will submit all maintenance requests to the
bank.
4. Closure
a) Lost or Stolen Cards - Cardholder must immediately report the lost/stolen card to SunTrust Bank at 1-800-836-8562. Cardholder must also notify the
Departmental Liaison who will contact the Purchasing Card Administrator who will follow up with SunTrust Bank to ensure the account has been
closed.
b) Terminated or Transferred Employees - Departmental Liaison is to secure
Purchasing Cards from terminated employees and employees who transfer
to another City of Tybee Island department. The Departmental Liaison will immediately notify the Purchasing Card Administrator by phone or email of
the termination or transfer. A request for closing the Cardholder account
will be submitted to SunTrust Bank by the Purchasing Card Administrator within 2 days of receiving the notification. All Purchasing Cards are to be
returned to the Purchasing Card Administrator for disposal.
c) Other Card Revokes/Closures - Purchasing Card Administrator will notify
SunTrust Bank immediately of all revokes and closures.
CITY OF TYBEE ISLAND
PURCHASING CARD PROGRAM POLICY USER’S MANUAL
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XI. RECONCILIATION AND APPROVAL OF BILLING
A. Reconciliation
1. At the close of the monthly billing cycle, Finance will send a statement to each Cardholder’s work address.
2. The Cardholder will be required to balance the statement to the receipts and Activity Log (Attachment 3), on which account numbers will be indicated, and send to the
Department Liaison. 3. The Department Liaison will insure that all documentation is in order and that
receipts are attached. All paperwork is to be forwarded to the Department Director/City Manager for approval.
4. When approved, the statement and all documentation are then forwarded to the Finance Department for review and payment.
B. Allocation of Purchasing Card Charges to City of Tybee Island Departments
1. Within 5 business days of the receipt of the SunTrust Bank statement;
a) The total amount billed by SunTrust Bank will be charged to the individual
departmental accounts and credits for disputed transactions will be posted to departmental accounts when credit appears on the SunTrust Bank billing.
C. AUDIT
1. The City’s internal control policies and procedures are as follows:
a) Cardholder will:
(1) Reconcile vendor receipts to Cardholder statement.
(2) Submit vendor receipts and Cardholder statement to Department Liaison. If order is by telephone, fax or internet, the Cardholder
should supply a copy of the order blank or a description of order to Departmental Liaison.
(3) Indicate account number for purchases to be charged against.
b) Department Liaison will:
(1) Review the Cardholder receipts and statements.
(2) Forward all documentation for approval by the Elected Official/Department Director and send the approved information to
the Finance Department for payment.
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PURCHASING CARD PROGRAM POLICY USER’S MANUAL
13 | Page
c) Purchasing Card Administrator will:
(1) Receive electronic reports from SunTrust Bank and distribute to
Departmental Liaisons.
(2) Make periodic audits of card use and charges for appropriateness
through the use of the bank’s on-line reporting system. Areas to be
monitored include, but are not limited to compliance with Purchasing Card regulations, compliance with City of Tybee Island regulations,
and sales and use tax charges. Non-use of card by cardholders will also be monitored.
Attachment #1
CITY OF TYBEE ISLAND
CARDHOLDER PURCHASING CARD AGREEMENT
City of Tybee Island is pleased to present you with this Purchasing Card. It represents
trust in you and your empowerment as a responsible agent to safeguard and protect
county assets.
I, ___________________________________, hereby acknowledge receipt of a City of
Tybee Island Visa Purchasing Card, No. __________________________, initially
established with a $__________ per transaction limit and a $_______ monthly limit. As a
cardholder, I agree to comply with the terms and conditions of this Agreement and the
Purchasing Card procedures as set forth in the City of Tybee Island, Georgia Purchasing
Card Policy User’s Manual.
I acknowledge receipt of said Agreement and confirm that I have read and understand
their terms and conditions. I understand that City of Tybee Island is liable to SunTrust
Bank & Visa for all City of Tybee Island charges.
I agree to use this card for City of Tybee Island approved purchases only and agree not
to charge personal purchases. I understand that City of Tybee Island will audit the use
of this card and report any discrepancies.
I further understand that improper use of this card may result in disciplinary action, up
to and including termination of employment. I agree to allow City of Tybee Island to
collect any amounts owed by me even if City of Tybee Island no longer employs me.
I understand that City of Tybee Island may terminate my right to use this card at any
time for any reason. I agree to return the card to my Departmental Liaison or Finance
Department immediately upon request or upon termination of employment.
Cardholder:
Signature: ______________________________________ Date: _________________
Print Name: ____________________________________ Phone: _________________
Department: ____________________________________________________________
Purchasing Card Administrator:
Signature: ______________________________________ Date: _________________
Print Name: ____________________________________ Phone: _________________
Attachment #2
SunTrust Bank Phone 1-800-836-8562, Commercial Card Services
Cardholder Statement of Disputed Item
City Name:
Cardholder Name:
Cardholder Account Number:
Statement Date Transaction Date Merchant Name/Description
Amount Posting Date Reference Number
Check the description most appropriate to your dispute. If you have any questions, contact Bank of America.
1. Alteration of Amount:
The amount of the sales draft has been altered from $ to $ .
(Please include copy of sales draft) 2. Unauthorized Mail or Phone Order:
I certify the charge listed above was not authorized by me or nay person authorized by me to use this account. I have not ordered merchandise by phone or mail, or received goods and services as represented above. 3. Cardholder Dispute:
I did participate in the above transaction, however, I dispute the entire charge, or a portion, in the
amount of $ Because:
4. Credit Not Received:
The merchant has issued me a credit slip for the transaction listed above; however, the credit has not posted to my account. The date on the voucher is between 30 and 90 days old. (Please include a copy of the credit voucher.) 5. Imprinting of Multiple Slips:
The above transaction represents multiple billing to my account. I only authorized one charge from this
merchant for $______________. I am still in possession of my card. 6. Merchandise Not Received:
My account has been charged for the above transaction, but I have not received this Merchandise. I have contacted the merchant.
7. Merchandise Not Received:
My account has been charged for the above transaction, but I have since contacted this merchant and canceled the order. I will refuse delivery should the merchandise still be sent.
8. Merchandise Returned:
My account has been charged for the transaction listed above, but the merchandise has been returned. Provide a description of the circumstances. (Please include postal receipt if applicable.) 9. Inadequate Description/Unrecognized Charge:
I do not recognize this charge. Please supply a copy of the sales draft for my review.
10. I am no longer disputing this charge.
Attachment 3
REQUISITION VENDOR NAME: SUNTRUST BANK PURCHASE ORDER NUMBER:
DATE SUBMITTED TO FINANCE:
LAST FOUR DIGITS OF PURCHASING CARD NUMBER
Transaction Date Vendor (Store) Name Purchase Amount General Ledger Account Name General Ledger Account Number Description of Items Purchased
TOTAL 0
I certify that all of the charges listed above are legitimate expenses incurred. for the benefit of the City of Tybee Island
EMPLOYEE SIDNATURE DATE SIDNED BY EMPLOYEE DEPARTMENT LIASION SIGNATURE DATE
PURCHASING CARD MONTHLY ACTIVITY LOG
DEPARTMENT NAME
EMPLOYEE NAME
Attachment # 4
CONTACTS
City of Tybee Island
Melissa Freeman, Designated Purchasing Card Administrator (912) 472-5023
Stephanie Hogan, Accounts Payable (912) 472-5024
Angela Hudson, Director of Finance and General Administration (912) 472-5021
SunTrust Bank
1-800-836-8562
o To Verify Purchasing Card Credit Limit
o To Get Current Purchasing Card Balance
o To Automated Listing of Purchasing Card Transactions
o To Get Explanation for Declined Charges
o To Discuss Disputed Charges
o To Report Lost or Stolen Cards
Month & Year
*Department
Deadline for
submitting
Purchase
Requestions
*Department
Deadline to submit
Purchase Order
Receipts/Invoices
Request for Payment
***Deadline to
submit Purchasing
Card Activity
Reports for
payment to
Accounts Payable
Date
Accounts Payable
Checks
Issued
MONDAY'S TUESDAY'S FRIDAY
September 2, 2016 September 3, 2016 September 6, 2016 September 6, 2016
September 12, 2016 September 13, 2016 September 16, 2016
September 19, 2016 September 20, 2016 September 23, 2016
September 26, 2016 September 27, 2016 September 30, 2016
October 3, 2016 October 4, 2016 October 5, 2016 October 7, 2016
October 10, 2016 October 11, 2016 October 14, 2016
October 17, 2016 October 18, 2016 October 21, 2016
October 24, 2016 October 25, 2016 October 28, 2016
October 31, 2016 November 1, 2016
November 7, 2016 November 8, 2016 November 7, 2016 November 10, 2016
November 14, 2016 November 15, 2016 November 18, 2016
November 21, 2016 November 22, 2016 November 23, 2016
November 28, 2016 November 29, 2016 December 2, 2016
December 5, 2016 December 6, 2016 December 5, 2016 December 9, 2016
December 12, 2016 December 13, 2016 December 16, 2016
December 19, 2016 December 20, 2016 December 23, 2016
December 27, 2016 December 28, 2016 December 31, 2016
January 3, 2017 January 4, 2017 January 5, 2017 January 6, 2017
January 9, 2017 January 11, 2017 January 13, 2017
January 17, 2017 January 18, 2017 January 20, 2017
January 23, 2017 January 25, 2017 January 27, 2017
January 30, 2017 January 31, 2017 February 3, 2017
February 6, 2017 February 7, 2017 February 6, 2017 February 10, 2017
February 13, 2017 February 14, 2017 February 17, 2017
February 20, 2017 February 21, 2017 February 24, 2017
February 27, 2017 February 28, 2017 March 3, 2017
March 6, 2017 March 7, 2017 March 6, 2017 March 10, 2017
March 13, 2017 March 14, 2017 March 17, 2017
March 20, 2017 March 21, 2017 March 24, 2017
March 27, 2017 March 28, 2017 March 31, 2017
April 3, 2017 April 4, 2017 April 7, 2017 April 7, 2017
April 10, 2017 April 11, 2017 April 14, 2017
April 17, 2017 April 18, 2017 April 21, 2017
April 24, 2017 April 25, 2017 April 28, 2017
May 1, 2017 May 2, 2017 May 5, 2017 January 6, 2017
May 8, 2017 May 9, 2017 May 11, 2017
May 15, 2017 May 16, 2017 January 20, 2017
May 22, 2017 May 23, 2017 January 27, 2017
May 29, 2017 May 30, 2017 June 2, 2017
June 5, 2017 June 6, 2017 June 7, 2017 June 9, 2017
June 12, 2017 June 13, 2017 June 16, 2017
June 19, 2017 June 20, 2017 June 23, 2017
June 26, 2017 June 27, 2017 June 30, 2017
NOTES:
* Departments must have their payment request for regular invoice into Finance no later than 5:00pm on the
due date. Otherwise, Finance will not process the payment request until the next pay cycle which will be
one week later.
November-16
CITY OF TYBEE ISLAND FINANCE DEPARTMENT
SCHEDULE OF ACCOUNTS PAYABLE DEADLINES and CHECK DISBURSMENTS
ATTACHMENT NO. 5
September-16
October-16
April-17
May-17
June-17
December-16
January-17
February-17
March-17