Purchasing

(Case Services)

1. Authorize purchase in QE2, using Best Source (ABN 999999) as the provider.
2. Include on the authorization:

   • the name and address of the provider
   • the name of the consumer
   • that the register receipt must be signed by the consumer when purchase is picked up
   • that the purchase is tax exempt
   • why the purchase is being made using the P-card (e.g provider does not accept authorizations, provider is the lowest price, etc.)

3. If person assigned to the P-card is going to the provider’s place of business to make the purchase:

   • use the P-card to make the purchase, informing provider that the purchase is tax exempt
   • obtain a register receipt and have the consumer sign
   • take register receipt back to office and hold for credit card statement

4. If person assigned to the P-card is making the purchase by phone/e-mail:

   • contact the provider to make the purchase using the credit card
   • inform the provider that the purchase is tax exempt
   • instruct the provider to send to the VR office a detailed receipt showing the purchase
   • obtain consumer’s signature on receipt

5. Obtain signature of specialist or office director on invoice/register receipt indicating approval of the purchase.

Purchasing

(Registrations)

1. Register on-line using the p-card to make the payment.
2. Print the invoice.
3. Obtain Office Director signature on the invoice indicating approval of training.

Paying

When you receive the credit card statement –

1. Pay invoice in QE2 and print transmittal
2. Attach to monthly credit statement the invoice/register receipt and transmittal for each charge and send to the State Office
3. Payment must be received in the State Office 7 days after statement date.
4. Payments are due in NDE Central Accounting 10 days after statement date.

Purpose

Provide guidance for the use of purchasing cards (p-cards) by field offices.

Business Rules

1. P-cards can ONLY be used for case service purchases OR to pay for registrations for approved staff training.
2. P-cards can ONLY be used when:

   • A provider will not accept an authorization; and

     • there are no other providers available to purchase from; and
     • there is not enough time to make a payment to the consumer; OR

   • The provider has the lowest cost

3. P-cards are issued like a personal credit card in the name of a staff person, who is the only person authorized to use it. No other person under any circumstances may use the P-card.
4. A receipt is required for EVERY purchase.
5. A consumer signature must be on every receipt for payment to be made
6. An Office Director signature is required on any training receipt.
7. Charge limit is $1,500 per purchase; $5,000 per month
8. Purchases must be authorized in QE2 prior to the purchase being made