Mississippi Administrative Code › Title 12 - Finance and Administration › Part 6 - Office of Purchasing, Travel and Fleet Management › Chapter 10 - Special Procedures › Sec2 12-6-10.112 - Credit Cards and Club Membership Cards › Section 12-6-10.112.04 - Merchant Specific Credit Card Minimum Requirements

Current through June 25, 2024
The following are the minimum requirements for use of
					 credit cards. Individual entities may decide to implement stricter or
					 additional requirements. Each entity should develop written policies and
					 procedures to present to cardholders prior to receipt of any credit card. The
					 minimum requirements are as follows:
(1) Assure any purchases made using a credit
				  card adheres to all applicable purchasing procedures, as set forth in Section
				  31-7-1,
				  Mississippi Code of 1972, Annotated.
(2) Assure that the items purchased are
				  required for bona fide government purposes.
(3) Assure that the prices paid are fair and
				  reasonable.
(4) Notify the merchant
				  that the purchase is being made in the name of a government entity which is
				  exempt from state and local taxes.
(5) Assure that a list of the items purchased
				  (either in the form of a detailed sales receipt or an order description) is
				  reviewed and confirmed in writing by the cardholder. This list should have the
				  cardholder's printed name and signature.
(6) Assure that all items are received (no
				  back orders allowed).
(7) Assure
				  that state contract items are purchased only from the state contract vendor at
				  or below the state contract price.
(8) Assure that purchases are within the
				  limits set by the individual entity and available budget authority.
(9)State Agencies shall assure that no
				  purchases are made for travel purposes; In general, Governing Authorities shall
				  not use a credit card for travel purposes except where allowed by statue, such
				  as Section 19-24-13, Mississippi Code of 1972, Annotated, which allows a
				  sheriff and his deputies to use an approved credit card to pay expenses
				  incurred when traveling in or out of state in the performance of their official
				  duties.
(10) Assure that no cash
				  advances are made with the card.
(11) Upon receipt of the monthly statement,
				  the cardholder shall review all charges to assure accuracy, complete applicable
				  dispute documents, reconcile the statement with copies of receipts and order
				  logs, and approve and sign the statement.
(12) Forward the statement, copies of
				  receipts, logs, and dispute documents to the appropriate official within the
				  agency according to agency policy. This should be done within one day after
				  receipt of the statement. The documents may be mailed, but it is recommended
				  that these items be sent via facsimile.
(13) Appropriate official within the agency
				  should review statements and applicable documents to assure that only proper
				  purchases have been made and that the statement accurately reflects the charges
				  indicated on the receipts, logs, and dispute documents. If correct, the
				  appropriate official shall approve the statements for payment and process to
				  the agency accounting office. The agency accounting office shall verify all
				  statements and submit for payment.
(14) The appropriate agency official shall
				  maintain a file with the statements and all applicable receipts and dispute
				  documents.
(15) Prior to receiving
				  a credit card, the cardholder shall sign a statement verifying that he/she has
				  read these minimum requirements, and any additional policies established by the
				  agency, and that it is understood he/she will be personally liable for any
				  purchase that is made which is not in compliance with these procedures; and in
				  addition to being responsible for any such charges, the cardholder may lose the
				  privilege of using the credit card.
(16) Prior to any credit cards being issued,
				  the appropriate agency official shall sign a statement verifying that he/she
				  has read these minimum requirements and that it is understood he/she may be
				  held jointly liable for any purchase that he/she approved which is not in
				  compliance with these procedures; and in addition to being responsible for any
				  such charges, the agency may lose the privilege of using the credit
				  cards.