DCCCD BUSINESS PROCEDURES MANUAL. Revision Log. All 04/30/12 05/01/12 Entire section was revised to reflect current practices.

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1 Overview of Gasoline Credit Cards P a g e 1 Log Sub-Section Start End Date Posted Summary of Changes All 04/30/12 05/01/12 Entire section was revised to reflect All 07/24/12 07/27/12 07/27/12 Entire section was revised to reflect

2 Overview of Gasoline Credit Cards P a g e 2 OVERVIEW OF GASOLINE CREDIT CARDS Purpose Gasoline credit cards are distributed for off-campus refills of college-owned vehicles such as buses, vans and police cars. Cards are also distributed for the DSC maintenance and mail vans. General Issuance Procedures A. The District Financial Services Department will be responsible for issuance of gasoline credit cards. The Comptroller will designate the person assigned to this task and inform the location Business Offices. B. Requests for new users for gasoline credit cards should be channeled through the location Director of Business Operations to the District Financial Services designee via or memorandum. The request should indicate the intended user of the card(s) as well as the fund-location-division-account to be charged for each card. C. The Financial Services designee shall issue the card(s) to the requesting Business Officer along with a memorandum that must be returned to the Financial Services designee acknowledging receipt of the card(s). D. Upon receipt of replacements for expired cards from the gasoline companies, the Financial Services designee will automatically send the card(s) to the college Business Officer for distribution to the users on the list.

3 P a g e 3 Log Sub-Section Start End Date Posted Summary of Changes All 04/30/12 05/01/12 Entire section was revised to reflect All 07/24/12 07/27/12 07/27/12 Entire section was revised to reflect current practices

4 P a g e 4 GASOLINE CREDIT CARD HANDLING Payment Processing A. The statements are received by the District Accounts Payable Department for payment. B. Payment is made by the Accounts Payable (AP) specialist based on the information on hand as provided by the Financial Services designee regarding account numbers and users obtained from the college Business Officer. C. The college Director of Business Operations shall ensure that the paid statements are reconciled with the daily trip log from each vehicle and credit card receipts monthly. Any incorrect charges should be corrected by journal entry. Changes or Losses A. Any changes in personnel permanently assigned a card must be submitted to the Financial Services designee immediately. B. If a user no longer needs a card, the card should be returned to the Financial Services designee for cancellation and destruction. C. Lost cards should be reported immediately to the college police/safety department and the Financial Services designee should be notified for cancellation and replacement of the card. Responsibilities A. The Director of Business Operations must: 1. Indicate the intended user at the time of the card request as well as the fund-location-divisionaccount from which payment should be made. 2. Acknowledge receipt of card(s) issued 3. Establish a sign-out process for the cards to users at their location, whether the use is temporary or permanent. 4. Ensure that a daily trip log is in each vehicle for recording the date, odometer reading, number of gallons and cost, and the card used each time gas is pumped.

5 P a g e 5 5. Reconcile the statements monthly to the logs and receipts (may be performed by a designee). 6. Notify the Financial Services designee if the card changes hands permanently or needs to be cancelled or the account to be charged changes. 7. Annually send a list of active users to the Financial Services designee. B. Card users must: 1. Use credit cards only for the purpose assigned. Inappropriate use of the credit card may result in employee disciplinary action and/or termination of employment of the card user. 2. Notify the college Business Office and the campus police immediately if a card is lost or stolen. 3. Update the vehicle daily trip log each time a card is used. C. The Financial Services designee must: 1. Issues all gasoline cards upon written request of the location Directors of Business Operations. 2. Maintains a record of cards issued, assigned users and accounts to be charged. 3. Keeps the Accounts Payable Specialist updated on the above information 4. Cancels or replaces cards as requested. D. The Accounts Payable Specialist(s) must: 1. Pays gasoline credit statements as direct entries (see Section 6 Accounts Payable) when they are received using the information provided from the Financial Services Administrative Assistant. 2. Sends a scanned copy of statements to the location business officers when a payment has been made so the Director of Business Operations can reconcile the information with location records and make any necessary corrections.

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