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Reconciliation and Payment <br /> The MasterCard Purchase Card program carries corporate, not individual, liability. A single <br /> invoice covering all City of Centerville. Purchase Cards will be paid each month by the City. <br /> You will not be required to pay your monthly statement using personal funds. The Purchase Card <br /> does not impact your personal credit rating in any way. <br /> It is required that you retain all original receipts for goods purchased. If you purchase via <br /> phone or mail, require the merchant to include an invoice and receipt with the goods when the <br /> product is shipped to you. If that is not possible, you must obtain a packing slip when the <br /> shipment is received to document the purchase and the price of all goods. Invoices and receipts <br /> must be turned in to the Finance Director on a weekly basis. <br /> Every cardholder will need to review their statement (at a minimum one time per month) for all <br /> transaction made against their MasterCard Purchase Card during the previous billing cycle. You <br /> will be notified by e-mail to review and approve your transactions on the last working day of the <br /> month. You will have 7 days to complete this task. You have the option to change (reclassify) <br /> any portion of the 17 -digit UFARS code, or to split and reclassify between multiple codes. <br /> Original receipts and a copy of your Harris Bank Statement (printed form the website) should be <br /> forwarded to the Program Card Administrator each month, by the (fill in) of the month. <br /> The cardholder may keep a transaction log of all receipts and statements. The log serves to <br /> remind cardholders of transactions and assists in reconciliation of the monthly statements. A <br /> periodic audit will be conducted of card activity, retention of receipts, reconciled detail and <br /> signed monthly statements. <br /> Misuse of the MasterCard Purchase Card includes: <br /> ® Using the Purchase Card for personal purchases <br /> ® Purchase of unauthorized items <br /> O Use of the Purchase Card by someone other than the cardholder <br /> ® Fraudulent or inaccurate record keeping <br /> In the case of misuse, the Finance Director shall document the occurrence on the Cardholder <br /> Misuse Report and forward it to the Program Card Administrator immediately for further action. <br /> When Your Records Do Not Agree with Your Monthly Statement <br /> There may be an occasion when you find items on your transaction log that do not correlate with <br /> your retained receipts or monthly cardholder statement. Reconciliation of your monthly statement <br /> is very important to determine if you made a particular transaction, the amount of the transaction <br /> is correct, or you have a quality or service issue. <br /> 7 <br />