MAINTENANCE CREDIT CARD PROCEDURES (MTC-P004)

Transcription

1 1.0 SCOPE: 1.1 This procedure applies to Maintenance Department and its preparation and processing of Credit Cards. This procedure will be used for verification of purchases listed on monthly Credit Card statement of account. 2.0 RESPONSIBILITY: 2.1 Foreman 2.2 Supervisor Support Services 2.3 Office Support 3.0 APPROVAL AUTHORITY: 3.1 Foreman 3.2 Supervisor Support Services 4.0 DEFINITIONS: 4.1 CC Credit Card 4.2 CMMS Computerized Maintenance Management System 4.3 CSD Communication Specialists Dispatcher 4.4 OS Office Support 4.5 Supv. SS Supervisor of Support Services 4.6 W/O Work Order 5.0 PROCEDURE: 5.1 CSD receives CC statements from postal service first week in every month and stamps date received. 5.2 CSD gives CC statements to OS. 5.3 OS makes copies of each statement OS sorts by trade and puts in alphabetical order. 5.4 CC statements are given to Supv. SS same day as received. 5.5 Supv. SS gives CC statements to each foreman. 5.6 Foremen meet with their technicians and give Monthly CC statements to them. 5.7 Technicians match original invoices against CC statement within three working days and return to Foremen for review Technicians sign CC statement indicating that all invoices are accounted for. Date: 29-Apr-05; Rev. A MTC-P004 Page 1 of 5

2 5.8 Foremen collect CC statements and original invoices from each technician for review Foremen authorize, review and validate monthly purchases Foremen verify a W/O number has been noted on each invoice Foremen are to initial and date each CC statement which indicates that all invoices listed on statement are attached and ready for processing Foremen give CC statements to Supv. SS within five working days from date received. 5.9 Supervisor of Support Services reviews and validates CC statements and invoices Initials CC statement and forwards to OS for data entry Office Support receives CC statements and invoices from Supv. SS OS enters work order number, invoice number and any notes OS returns CC statements to Supervisor SS if missing invoices or missing W/O number Supv. SS returns to Foremen to obtain missing invoices or work order number Foremen contact technicians for missing information CC statements returned to Supv. SS with missing invoices or missing W/O number Supervisor SS reviews CC statements and verity s missing information has been obtained from technicians Supv. SS returns CC statements of OS for data entry OS enters missing data into CMMS OS puts CC statement and invoices in 6 ½ x 9 ½ envelope OS makes a label for envelope with technicians name and month / year of CC statement OS files envelope in hanging file folder for that month in file cabinet OS sends to Supv. SS and Warehouse Supervisor when all invoices have been entered into CMMS. Date: 29-Apr-05; Rev. A MTC-P004 Page 2 of 5

3 Credit Card charge made by Technician/Foremen/Program Administrator Monthly CC Statements Received 1 st of every month CSD date stamps CC statements and gives to OS OS makes copies of CC statement and sorts by trade, alphabetical order and gives copies to Supv. SS Supv. SS gives copied CC statement to Foremen Foremen meet with technicians and gives CC statement to them Technicians match original invoice against CC statement within three working days Technicians sign statement and forward CC statement along with invoices to Foremen Foremen validate purchases and confirms W/O number noted on invoices Foremen initials and dates CC statement and forwards to Supv SS Continued on next page Date: 29-Apr-05; Rev. A MTC-P004 Page 3 of 5

4 Continued from previous page Foremen receive CC statement back for missing data or invoices Yes Supv SS reviews statement and invoices for accuracy if missing invoices or W/O number sends back to Foremen to obtain information Foremen contact technicians to obtain missing data, invoices Technician review statement and invoices and research for missing data or invoice and returns to Foreman Foremen receive CC statement from technician and confirm invoice or data has been completed and forwards to Supv. SS No Supv. SS sends CC statement to OS for data entry OS receives CC statement from Supv. SS and enters data into CMMS OS puts in envelope and files CC statement and invoices in hanging file folder in cabinet stating that all invoices are received and data has been entered in CMMS sent to Supv. SS and Warehouse Supv. OS stamps original CC statements with Approved for payment, By and Date and delivers to Supv. SS for signature Supv. SS signs, dates and forwards to Account Payable for processing payment STOP Date: 29-Apr-05; Rev. A MTC-P004 Page 4 of 5

5 6.0 ASSOCIATED DOCUMENTS: 6.1 CC Statement 6.2 Invoices, visa receipts 7.0 RECORD RETENTION TABLE: Identification Storage Retention Disposition Protection CC Statement Maintenance Minimum One Discard as Locked file Department in Year needed cabinet drawers/hanging folders Invoices, visa receipts Maintenance Department in drawers/hanging folders Minimum One Year Discard as needed Locked file cabinet 8.0 REVISION HISTORY: Date: Rev. Description of Revision: 04-Nov-04 1 st Draft 21-Mar-05 2 nd Draft 29-Apr-05 A Initial Release ***End of procedure*** Date: 29-Apr-05; Rev. A MTC-P004 Page 5 of 5