12 Miss. Code. R. 6-10.112.04 - Merchant Specific Credit Card Minimum Requirements

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.

Notes

12 Miss. Code. R. 6-10.112.04

Adopted 1/1/2018