commissioners cardholder user’s agreement and purchasing card for travel agreement form:

DeKalb County Commissions Cardholder User'sAgreement and Purchasing Card (P-Card) ForTravel Agreement Form

By Viola DavisUnhappy Taxpayer and Voter.com

: ,

April 7,

ReCEIVEDAPR 0 7201·J tJ/~Z..,

.; ClERKS OFFICE2014

:MEMORANDUM

TO: Gwen Brown-Patterson, Chief Financial Officer,DeKalb County GACornelia Louis, Deputy Director, InternalAudit & Licensing, DeKalb County GA

CC: Unhappy Taxpayer & Voter, Restore DeKalb,Thomas Mitchell Owens, Joe Newton and AllAppropriate Parties

FROM: Viola DavisRE: Open Records Request for copies of signed

acknowledgment statements and any otherdocuments that verify that DeKalb CountyCommissioners, who have held CommissionSeats during the period 2009 through 2014, havebeen notified of the misuse, if any, of theirDeKalb County Government issued P-Cards; havebeen counseled on misuse, and have signedacknowledgement statements regarding same.

NOTIFICATION AND COUNSELING ACKNOWLEDGEMENT STATEMENTSOF COMMISSIONERS THAT HAVE MISUSED P-CARDS DURING THEPERIOD 2009 THROUGH 2014.Pursuant to the Georgia Open Records Law (O.C.G.A. 50-18-70 et seq.) (the Law) and/or Freedom of InformationAct, you are hereby requested to make available forreview and copying: all.files, records, and otherdocuments in your possession for the time period 2009through 2014 that refer to or relate to the informationconcerning this request for review and copies of thefiles and records of the counseling acknowledgement

1

statements that verify Commissioners were counseled onthe use and misuse of DeKalb County Government issuedP-Cards, to include copies of Commissioner signaturedocuments that acknowledge they received suchcounseling. We need the counseling report ondeficiencies by Internal Audit & Licensing Departmentthat are signed by the commissioners.It is important to increase transparency, ethics, andaccountability in DeKalb County Government. SinceCommissioner Elaine Boyer has claimed that she was notaware of doing anything wrong, we must search fordocumentation to verify if her statement is in facttrue.

Crosswords Newspaper article: "Boyer Uses County CardFor $12,000 In Personal Expenses" by Ken Watts(3/28/2014), reported the following quotes fromCommissioner Elaine Boyer:

• "It never dawned on me that what I was doingwas wrong."

The Atlanta Journal-Constitution article: "DeKalbofficial spent county funds on herself" by JohnnyEdwards (3/22/2014), reported the following quotes fromCommissioner Elaine Boyer:

• "I was never informed that what I was doing wasin violation of any county policy"

It is paramount that we increase "Public Trust" inDeKalb County. We must hold our elected officialsaccountable if they knowingly lie or misrepresent thetruth to the public.

2

If this request is denied in whole or in part, we askthat you cite in writing the specific statutoryexemption upon which you have relied, as required bylaw. We also ask that you release all separateportions of otherwise exempt material. Please waiveany costs associated with this request, or first informus about such costs as required by Georgia Law.

As you know, the Law requires a response by you within

three business days of your receipt of this Open

Records Request and provides sanctions for non-

compliance. I look forward to hearing from you. We

can be reached at 770-256-0034 or via email at

[email protected].

Sincerely,

Viola Davis

Community Missionary

3

MEMORANDUMApril 7, 2014

TO: Kelvin Walton, Director of Purchasing andContracting; Dale Dague, Purchasing CardAdministrator; Zach Williams, ExecutiveAssistant/Chief Operating Officer; and anydelegated subordinate that counselcommissioners (BOC)

Gwen Brown-Patterson, Chief Financial Officer,DeKalb County GACornelia Louis, Deputy Director, InternalAudit & Licensing, DeKalb County GA

CC: Unhappy Taxpayer & Voter, Restore DeKalb,Thomas Mitchell Owens, Joe Newton and AllAppropriate PartiesViola DavisFROM:

RE: Open Records Request for copies of signedacknowledgment statements and any otherdocuments that verify that DeKalb CountyCommissioners, who have held CommissionSeats during the period 2009 through 2014, havebeen notified of the misuse, if any, of theirDeKalb County Government issued P-Cards; havebeen counseled on misuse, and have signedacknowledgement statements regarding same.

NOTIFICATION AND COUNSELING ACKNOWLEDGEMENT STATEMENTSOF COMMISSIONERS THAT HAVE MISUSED P-CARDS DURING THEPERIOD 2009 THROUGH 2014.

1

Pursuant to the Georgia Open Records Law (O.C.G.A. 50-18-70 et seq.) (the Law) and/or Freedom of InformationAct, you are hereby requested to make available forreview and copying: all files, records, and otherdocuments in your possession for the time period 2009through 2014 that refer to or relate to the informationconcerning this request for review and copies of thefiles and records of the counseling acknowledgementstatements that verify Commissioners were counseled onthe use and misuse of DeKalb County Government issuedP-Cards, to include copies of Commissioner signaturedocuments that acknowledge they received suchcounseling. We need the counseling report ondeficiencies by Internal Audit & Licensing Departmentthat are signed by the commissions.

It is important to increase transparency, ethics, andaccountability in DeKalb County Government. SinceCommissioner Elaine Boyer has claimed that she was notaware of doing anything wrong, we must search fordocumentation to verify if her statement is in facttrue.

Crosswords Newspaper article: "Boyer Uses County CardFor $12,000 In Personal Expenses" by Ken Watts(3/28/2014), reported the following quotes fromCommissioner Elaine Boyer:

• "It never dawned on me that what I was doingwas wrong."

The Atlanta Journal-Constitution article: "DeKalbofficial spent county funds on herself" by JohnnyEdwards (3/22/2014), reported the following quotes fromCommissioner Elaine Boyer:

• "I was never informed that what I was doing wasin violation of any county policy."

2

It is paramount that we increase "Public Trust" inDeKalb County. We must hold our elected officialsaccountable if they knowingly lie or misrepresent thetruth to the public.

If this request is denied in whole or in part, we askthat you cite in writing the specific statutoryexemption upon which you have relied, as required bylaw. We also ask that you release all separateportions of otherwise exempt material. Please waiveany costs associated with this request, or first informus about such costs as required by Georgia Law.

As you know, the Law requires a response by you within

three business days of your receipt of this Open

Records Request and provides sanctions for non-

compliance. I look forward to hearing from you. We

can be reached at 770-256-0034 or via email at

[email protected].

Sincerely,

Viola Davis

Community Missionary

3

DEPARTMENTOF

PURCHASING & CONTRACTING

OFFICEOF

DIRECTOR

DeKalb County GovernmentRoom 202 Maloof Center, 1300 Commerce Drive, Decatur, Georgia 30030

April 11,2014

Via Ernail: unhappytaxpayers@gmail,comMs. Viola DavisCommunity MissionaryDeKalb County, GA

Re: Open Records Act Request: P-Card

Dear Ms. Davis:

Thank you for allowing us additional time to gather the documents for your request, received on April 7th, 2014. Yourquery was for "documents that verify that DeKalb County Commissioners, who have held Commission Seats duringthe period 2009 through 2014, have been notified of the misuse, if any, of the DeKalb County Government issued P-Cards; have been counseled on misuse, and have signed acknowledgement statements regarding same".

There are 27 pages of documentation to support this request. As provided in O.C.G.A § 50-18-71, you requestedcopies; therefore, the estimated charge is $2.70. This charge reflects a cost for the copies at 10 cents per page forapproximately 27. Payment is due by check or money order within 10 business days after you have received therequested documents.

The County and its officials and departments do not produce documents or records that are protected by the attorney-clientprivilege or the attorney work product doctrine under Georgia or federal law or that are otherwise exempt from productionunder the Georgia Open Records Act. The County expressly reserves and does not waive any statutory exemptions from .disclosure provided by O.C.GA §50-18-71, et seq. and other applicable laws.

Sincerely,

'~~MJ--~elvin L. Walton, CPPBf) •.... Director and Chief Procurement Officer

Purchasing and Contracting

KLW~W:imh

Attachment: Invoice for photocopies

INVOICEPurchasing & Contracting DepartmentIn accordance with the Georgia Open Records Act, O. C. G.A. #50-18-70, thefollowing invoice is hereby submitted for duplication costs associated with yourrequest for copies of documents for P-Cards. Make Check Payable to DeKalbCounty Government, GA

Dote: April 11, 2014Open Records Request

Documentation regardingP-Cards Ms. Viola Davis770·[email protected]

Sold To

PaymentMethod Check No. Job~ [-------------------'Ii-c-o-p-ie-s-o-r-p-.-C-a-rd-d-oc-S--------~~------- - -

Qfy Item # Description UnitPrice line Total

----~- I -::-J27 Pgs P-Card CardholdersUsers' Agreement .10 Per Page 2.70 I0 Hrs TravisCherry,P-Card Administrator(researchand copies) I 16.10 PeTHour 0.00

Subtotal 2.70r--;-----

Sales Tax 0.00

Total 2.70~-----..-

Received by ---,- _

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CARDHOLDER -USERS? AGREEMENT

I aoknowledge receipt of the CardholderUsers', Agreement and confirm that I have read.and understand their terms and conditlons, I understand that DeKalb County is liable toBank of America and MasterCaidIVisa for all DeKalb County charges. I furtheracknowledge and agree that I am liable to DeKalb County for all unauthorized charges .

.1 agree to use this card for DeKalb County approved purchases only and agree not tocharge personal purchases, I understand that DeKalb County will audit the use of thiscard and report any discrepancies. . I -,-I further understand that improper use of this car4 may result in civil action, criminal.prosecution) and/or disciplinary action, up to and including termination of-employment.Should I fail to use this card properly, I authorize DeKalb County-to 'deduct from mysalary an amount equal to' the total of the discrepancy. I also agree to allow DeK.albCounty to collect any amounts owed by me if DeKalb County no longer employs me.

( -I understand that DeKalb- County may terminate my right to use this card at any time forany reason at its sole discretion. I agree to retum the card to DeKalb County immediatelyupon request or upon termination of employment.

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Cardholder:

Signature: ~ iJJruPrint Name: .

. Date:

Location

Signature; .4rd,;2, ~

Print Name: Dale L. Dague

Date: I/!~t,Phone: (404) 311-~l.q.~

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PtlRCHASJNQ CAlmrOUMVEL AGREEmNT FORMThe Dlreotol' of tho Depat1mont of Purohnsing and Contraotlng shalt determlno if paying travelexpenses, meeting hosting I sponsoring. or other retated cxpenS08 usilt£ a Purchasing CArd ill inthe County's besl interest. Tho Director lla8 the discretion to determino the bost method to .implement any changes or .exoeptions. .

Should a travel oard be issued to a pll1'tioular employee, or should travel oxpenses be aUowed on IIpartioular employee'S existing Purchasing Cal'd tho following rules appJy: .

l. The employeo muat&tibmit receipts fO.l',all o}Iaraea to hia! her depsrtmertt Purohase CardRepresentativo. . .

. 2. Tile Purohas0 Card Representative must maintain a file of aU receipts.

3. Failure to properly maIntain receipts oan result in disoiplinary aotion inoluding reatl'loting·.purchaseoard travel privileges, oancollatlon of the Pt.Jl'Ohas6 Card, and termination of theemployee. .

4. An employee may not receive an advanoe through iExpC086 for expensee expected to be paidusing tllC Purchase Card

5.An emplc>yce 11\lY not receive a reimbursement through iBxpense tor expenses paid on the. Purohase Card..(). An employee will not receive a per diem for meals when using tlleir Purohase Card. TheCOUJlty will only pay for exp6nS6S aotually Inourred

7. Bxpcnsc8 for meats aro limited to the daily per diem 118 established by the County travel p()lioy.As of this writing in February 2010 the daily per Diem is $ 36~OO;$6.00 for breakfast, $10.00 forlunoh, and $20.00 Cor dInner.

8. The employee should only pay for their moals, unloss employee is hosting I sponsoring a.: meeting.

9. Alcohol is not allowed on the Purchase Card

10.HOfOloharges tor extra services suoh 88 long dfstllnoo pay per view entertainment. spaseMOO8,dry cleaning /laundry services, eto are 110tallowed.

11. 'I'M employee must reimburse tho County for any charges determined by the County W beinappropriate or ftlcc di801pUnary actlon inoluding termhiatlon. .

12. Iran employee expeots to exoeed thoir monthly limit ($5,000.00) or single tiana8otion limit($5,000.00) they should oontaot tho Puroha8ing card Administrator prior to theirtrlp.

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...I the Wldcl'Bigned have rccoived read and agree to follow this p~lioy.

__ ~JA/' dOf(LPrint Name .

. LIIV\«LJA4~"'ritle

Signature - Depa of Purobaairig andContraoting Representative

Title· Departmont ofPurehasing andContrlloUng Representative

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CARDHOLDER USERS' AGREEMENT

I acknowledge receipt of the Cardholder Users' Agreement and confirm that I have readand understand 'their terms and conditions. I understand that DeKalb County is liable toBank of America and MasterCardIVisa for all DeKalb County charges. I furtheracknowledge and agree that I am liable to DeKalb County for all unauthorized charges. ,

. ~.

I agree to use this card for DeKulb County approved purchases only and agree not tocharge personal purchases. I understand that DeKalb' County will audirthe use of thiscard and report any discrepancies. '

I further understand that improper use of this card may result in civil action, criminalprosecution, andlor disciplinary action, up to and including termination of employment.Should I fail to use this card properly, I authorize DeKalb'County to deduct from Illysalary an amount equal to the total of the discrepancy. I also agree to allow DeKalbCounty to collect any amounts owed by me if DeKalb County no longer employs me.

I understand that DeKalb County may terminate my right to use this card at any time for, any reason at its sole discretion. I agree to return the card to DeKalb County immediately

upon request or upon termination of employment. .'

Cardholder:

Signature: ~ Date:

Print Name: I Stan Watson

Location: I Board of ~mmissioners - District 7

Card #:

Dare: ~~I~ ~ __

Phone: I (404)l71.624~

Approving Officer:

.....•.

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.CARDHOLDER USERI' AGREEMENTI abknowl~ge receipt of the Cardholder Users' Agreement and confirm that I have readand understand their terms and conditions. I understendtbat DeKalb County is liable to.Bank of Amerlea and MasterCardIVisa for all DeKalb County charges. I furtheracknowledge and agree that I am liable to DeKalb County for all unauthorized charges.

I agree to use this card for DeKalb -County approved purchases only and agree not tocharge personal purchases. I understand that DeKalb 'County will- audit the use of thiscard and report any discrepancies.

i furth~[ understand that improper use of this card may result in civil action. criminaJ..prosecution, and/or disciplinary action, up to and including termination of employment. 'ShouldI fail to use this card properly, I authori~e DeKatb County-to 'deduct from ~y

'. 'salary an amount equal to the total of the discrepancy. . I also agree to allow DeI<albCounty to collect any amounts owed by me ifDeK.alb CO\Ultyno longer employs me.

~.I understand that DeKalb County may .t~nnfuatemy right to use this bard at any time for'any reason at i~ sole discretion, lagree to return the card to DeKalb County immediatelyupon request or upon tennination of employment.. .

.Carcibolder~

Signature: Date: , - Z <2J~ \ I .--'

Print Name: &T.rv.r WI\.-C~;fJ-J.. .

Location .•G~ ~h-\c* '1

Approving Omcer:• s , fI\

s~·4".;S~··Print Name: Dale L. DagUe

Date: - ....•...••.~.-.....-~- -

Phone: (404)371·(0.240--:-

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PURCHA~NGCARDFORTRAVELAGRE~ENTFOaM I

The Director of the Department ofPurchssing and Contraoting shall determine if paying travelexpenses, meeting hosting I sponsoring, or other related expenses using a Purchasing Card is igthe County's best interest. The. Director has the discretion to determine the best method toimplement any changes or exceptions.

. .Should a travel card be issued to a particular employee, or should travel expenses be allowed on aparticular employee's existing Purchasing Card thefoUowingrules apply:

1. The employee must submit receipts for all charges to his I her department Purchase CardRepresentative.

2. The Purchase Card Representative. must maintain a file of all receipts.. I

3. Failure to properly maintain receipts can result in disciplinary action including restrictingpurchase card travel privileges, cancellation of the Purchase Card. and termination of the .employee.

4. An employee may not receive an advance through iBxpense for expenses expected to be paidusing the Purchase Card .

5. An employee may not receive a reimbursement through iExpense for expenses paid on thePurchase Card. .

6. An employee will not receive a per diem for meals when using their Purchase Card. TheCounty will only pay for expenses actually incurred

7. Expenses for meals are limited to the daily per diem as established by the County travel policy.As of this writing in February 2010 the daily per Diem is $ 36.00; $6.00 for breakfast) $10.00 forlunch. and $20.00 for dinner.

8. The employee should only pay for their meals, unless employee is hosting I sponsoring ameeting. .


10. Hotel charges for extra services such as long distance pay per view entertainment, spaservices, dry cleaning I laundry services, eta are not allowed. .

11. The employee must reimburse the Co~ty for any charges determined by the County to beinappropriate or face disciplinary action including termination.

12. If an employee expects to exceed their monthly limit ($5,000.00) or single transaction limit($5,000.00) they should contact the Purchasing Card Administrator prior to their trip.

\. 1,.

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I the undersigned have received read and agree to follow this policy. I

/ .. 2-'6-J(Employee SignatUre ,Date

·s~~w~T~O~PrintNiune

Signature» Depar e of Purchasing andContracting Representative

8)1'04,,= <A~,tkI~f:k:l;yTitle - Depa . nt of Purchasing and .Contracting Representative

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CARDHOLDER USERS' AGREEMENT, ,

I a'tk:n,owledgereceipt of the Cardholder'U8er8~ Agreement and confirm that I have readand understand their terms and conditions, I understand that DeKalb County is liable toBank of America and MasterCaJ."dIVisa for all DeKalb County" charges, I furtheracknowledge and agree that I am liable to DeKalb County for all unauthorized charges.

I agree to use this card for DeKalb ~'Countyapproved purchases only and agree not tocharge personal purchases, I understand that DeKalb,County will audit the use of thiscard and rep9rt any discrepancies, I,I fUrth!'l' understand that improper use of this card may result in civil action, criminal,prosecution, and/or disciplinary action, up to and including tennination of employment. .Sh,ould I fail to use this card properly, I authori~ DeKalb County-to 'deduct ftom lIlYsalary an amount equal to the total of the discrepancy. I also agree to allow Del{alhCounty to collect any amounts owed by me ifDeKalb County no longer employs me.

I understand that DeKalb County may t~rminate my right to use this card at any time for'any reason at its sole discretion. I agree to return the card to DeKalb County immediatelyupon request or upon termination of employment, '

Cardholder!

Signature: Date: ---,""~,,+-A_':t/.+~_,_o__TI

Print Name: ~~~~~~~LU~LL~ _

Location

Approving Officer:

signature: ~ .;4 ~Print Name:" Pale L. Dague

Date: "~/V;,,,Phone~'"fI;

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PURCHASING· CARD FOR TRAVEL AGREEMENT FORM

.The Director/Chief Procul'ement Officer of the Department of Purchasing and Contracting shi1l1determine if paying travel expenses, meeting hosting I sponsoring, or other related expenses USinga Purchasing Card is in.the County's best interest. The'Director has the discretion to determinethe best method to implement any changes or exceptions.

I

Should a travel card·be issued to a particular employee, or should travel expenses be allowed. on aparticular employee's existing Purohasing Card the following rules apply:


2. The Purchase Card Representative must maintain a tile of all receipts.

3. Failure to properly maintain receipts can result in disciplinary action including restrictingpurchase card travel privileges, cancellation of the Purchase Card, and termination of theemployee ..

4. An employee may not receive an advance through iExpense for expenses expected to be paidusing the Purchase Card

5. An employee may ·not receive a reimbursement through iExpense for expensss paid on thePurchase Card .

. 6. An employee will not receive a per diem for meals when using their Purchase Card. TheCounty will only pay for expenses actually incurred

7. Expenses for meals are limited to the daily per diem as established by the County travel policy.As oftbis writing in January 2010 the daily per Diem is $ 36.00; $6.00 for breakfast, $10.00 forlunch. and $20.00 for dinner.

8. The employee should only pay for their meals, unless employee is hosting I sponsoring ameeting. .


10. Hotel charges for extra services such as long distance pay per view entertainment, spaservices, dry cleaning I laundry services, etc are not allowed.

11. The employee must reimburse the County for any charges determined by the County to beinappropriate or face disciplinary action including termination.

12. If an employee expects to exceed their monthly limit ($5.()OO.OO) or single transaction limit($5,000.00) they should contact the Purchasing Card Administrator prior to their trip.

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t.•u} "'14." 'll ~

I the undersigned have received read and agree to follow this policy.'.

~ Date4fMa

1;a..\..h It" C")"QO '" <1(\

Print Name

Title

Signature.- Depa nt 0 Purchasing andContracting Representative

PVYC.Iv..,;;1() (!.~ddlt/4;4idhA.-li,...Title - Departm~t of Purchasing andContracting Representative

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CARDHOLDeR USERS' AGREEMENT

I acknowledge receipt of the Cardholder Users' Agreement and confirm that I have readand understand their terms and conditions. I understand that DeKalb County is liable toBank of America and MasterCardlVis8 for all DeKalb County charges. I furtheracknowledge and agree that I am liable to DeKalb County for all unauthorized charges.

I agree to use. this card for DeKalb County approved purcbases only and agree not tocharge personal purchases. I understand that DeKalb' County will audit the' use of thiscard and report any discrepancies.

I further understand that improper use of this card may result in civil action, criminal.prosecution, andlor disciplinary action. up to and including termination of employment.Should I fail to use this card properly. I authorize DeKalb County to deduct from mysalary an amount equal to the total of the discrepancy. I also agree to allow DeI<albCounty to collect any amounts owed by me if DeKalb County no longer employs me.

Iunderstand that DeKalh County may terminate my right to use this card at any time forany reason at its 801ediscretion. I agree to return the card to DeKalb County immediatelyupon request or upon termination of employment.

Lee May

Cardholder:

Location: I Board of Commissioners

Card#:

Approving Officer:

Signature:

Phone:1 (404)371~624QPrint Name:

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.CARDHOLDER USERS' AGREEMENTI acknowledge receipt-of the Cardholder Users' Agreement and confirm that Lhave readand understand their terms and conditions. .I understand that DeKa1b County is liable toBank ot Amenca and MasterCardIVisa for all DeKalb County charges. I futtheracknowledge and agree that I am liable to DeKalb County for aUunauthorized ~harges.

:j. -

I agree to use this card for DeKalb County approved purchases only and agree not tocharge personal purchases, I understand that DeKalb County will audit the use of thiscard and report any discrepancies. .

1 further understand that improper use of this card may result in civil action, criminalprosecution, andlor disciplinary action, up to and including termination of employment.Should I fail to use this card properly, I authorize DeK.alb County to deduct from my.salary an amount equal to. the total of the discrepancy_ I also agree to allow DeI<albCounty to collect any amounts owed by me ifDeKalb County no longer employs me.

I understand that DeKalb County may terminate my right to use this card at any time for ..all:Y reason at its sole discretion: I agree to return the card to DeKalb County immediatelyupon request or upon termination of employment.

Cardhold.er:

S~:~~

Print Name: '-~t.~Location ~, 0.. C

Date: II/Ii: If)~7 r=:

Approving Officer:

Signature:

Print Name: Dale L. Dam Phone: (404) 371-2072....

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-," PURCHASING CARD FOR TRAVEL AGREEMENT FORM I

The Director/Chief Procurement Officer of the Department of Purchasing and Contracting shalldetermine if paying travel expenses, meeting hosting I sponsoring, or other related expenses using

_a Purchasing Card is in the County's best interest. The-Director hag the discretion to determinethe best method to implement any changes or exceptions. --

Should atravel card be issued to a particula}' employee, or should travel expenses be allowed on aparticular employee's existlng Purchasing Card the following rules apply: -

I. The employee must submit l'eCeipts for all charges to his I her department Purchase CardRepresentative.

2, The Purchase Card Representative must maintain a file o~ all receipts.

3. Failure to properly maintain receipts can result in disciplinary action including-restrictingpurchase card travel privileges) cancellation of the Purchase Card. and termination of thoemployee.

- 4. An employee may not receive an advance through iExpense for expenses expected to be paidusing the Purchase Card

5, An employee may not receive a reimbursement througb iExpense for expenses paid on thePurchase Card. .

6. An employee will not receive a per diem for meals when using their Purchase Card. TheCounty will only pay for expenses actually incurred

7. Expenses for meals are limited to the daily per diem as established by the County travel policy,As oftbis writing in January 2010 the dail)"iier Diem is $ 36.00; $6.00 for breakfast. $10.00 forlunch. and $20,00 for dinner.

8. The employee should only pay for their meals, unless employee is hosting I sponsoring ameeting. -

9, Alcohol is not allowed on the Purchase Card

1O.Hotel charges for extra services such as long distance pay per view entertainment, spaservices. dry eloaning I laundry services, ete are not allowed,


12. If an employee expects to exceed their monthly limit ($5.000.00) or single transaction limit($5.000.00) they should contact the Purchasing Card Admimstrator prior to their trip.

·'.';

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I the undersigned have received read and agree to follow thls policy.

Print Name

COMWI;'>0ne rTitle

.J¥.. ~~ •.e.

Signature ~Departm~Purchasing andContracting Representative

Print Name - Depai'fmentof Purchasing andContracting Representative

t1fJrc6u/t;;: ~"j A/'UA":'tr~t;,,..Title- Depart ent of Purchasing andContracting Representative

-~ Date ( I

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I acknowledge receipt of the Cardholder Users' Agreement and confirm that I have readand understand their terms and conditions. I understand that DeKalb County is liable toBank of America and MasteICardNisa for all DeKalb County charg~. I furtheracknowledge and agree that I am liable to DeKalb County for all unauthorized charges.

~.

I agree to use this card for DeKalb County approved ,Purchases only and agree not tocharge personal purchases. I understand that DeKalb County will audit the use of thiscard and report any diserepancies .

. I further understand that improper use of this card may result in civil action, criminalprosecution, and/or disciplinary action, up to and including termination of employment.Should I fail to use this card properly t I authorize DeKalb County to deduct from mysalary an amount equal to the total of the discrepancy. I also agree to allow DeKalbCounty to collect any amounts owed by me ifDeKalb County no longer employs me.

I understand that DeKalb County may terminate my right to use this card at any time forany reason at its sole discretion. I agree to return the card to DeKalb County immediatelyupon request or upon termination of employment.

'. ,

c•.-w: ~Signature:· ~---

Print Name: I,Lee May~============~Location:

Date: (0- ~-13

Card#:

::gi~i.~ Dare: I0-1~~~PrintName; I Kelvin~. Walton I Phone: I (404) 371-7051J

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~81NGCARDmRTRAVEL AGUEl\mNTFQDMTM Director of the Department o£Purchasing and Contractiq: sha11determinc ifpaylnS traveloxpensesj meeting hOlting '.pOl18Orlng, or other related expenses using a Purolwdng Card is intlte County's beSt interest, Tho Director has the dlsoretion to determine tho best method toimplement any ohansQ8 or .exaeptiona ..

Should a travel oard be.issued to a partioular employee, or should mvol expenses 110 allowed on apartfoular employeota exfatlng Purohasins Card the following tules apply: .'

"-I. The emploYco must submit receipts for all ollatJea to bls Iher department Purobase cardRepresentAtive. . ~.

.2. The PtmlhaBD Card Representative mutlt maintain a file ola11 P'00ipts.

3. pinure to property maintatn receipts Ganresult ift dlsoipUnuy aotion inctudingreatrioting'.pUrohito oard travel privileges, canoellation Qfthe Pumhaso Card, and termination of the. employee. '.

4. An'employeo may not reoeivc au advance through iBxpeme for. expenses oxpected to be paid •using thoPurohaao Card '

S. An employee may not receive a relmbursemont Ulroush iBxpcnse for expenses, paid on th\t, Purohaso Card. . . .

,.

6. An employeo wlll notrecoivc a per diem formed, wlum using their Purohasc Card. ThoCounty witl only pay for expenses actually inourred

7.ibtponm for meat. are limited to the dally per diem as eatabUshed by the COunty travel polioy.As olibiB writing in Pebruary 2010 the c1ai1yper Diem is $ 36!OO;'6.00 for breakfast, $10.00 forlunoh, aild $20.00 tor dfnnor.

8. The employee should only pay for their meals, unless employee is hosting I sponsoring a.meetil18·

,. Alcohol is not allowed on tho Purchase card

10. HOWloharlCII for extra SeMee8 auoh as long diatanoc pay per view entertainmont, spaservices, chYoioaning I laundry servioas, 010 aro not allowed, .

11. Tho emploYee musttelmburso the County for any oharges determined by tho County to beinappropriate or tace dfsoipUnary action inohidlng termhiation.

12.1£ an employeo oxpeota to exceed their montbly limit ($5,000.00) or singJo tianeaotlon liinit($5,000.00) they 8ho~ld contact tho Purohaailll CardAdminiatrator prior to their trip.

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I tho \mdll£8igned have reocived read a.nd agree to follow this polioy.

~ ~ ',' [o~i~1.3. RmpJoyeeSfsn~ Dato

~k.f'M CBOTiIIo _I ~l?ft.:.:- '£. W~slgtta_ - DeparttiiCiiiOtPurobUfng andContraotinsleprosentativo

P<Jtll~ L.-Ulfo~. Print Namo .. Department ofPurohll&ing and

lS:~kTitle .. Department ofPurobasing andCQnttaotfltg Representative

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I acknowledge receipt of the Cardholder Users' Agreement and confinn that I have readand understand their terms and conditions. I understand that DeKalb County is liable toBank of America and MasterCardlVisa for all DeKalb County charges. I furtheracknowledge and agree that I am lia~le to DeKalb County for all unauthorized charges.

I agree to use this card for DeKalb County approved purchases only and agree not tocharge personal purchases; I understand that DeKalb County will audit the use of thiscard and report any discrepancies. .

I further understand that improper use of this card may result in civil action. criminalprosecution. and/or disciplinary action,·up to and including termination of employment.Should 1 fail to use this card properly, I authorize DeKalb County to deduct from mysalary an amount equal to the total of the discrepancy. I also agree to allow DeKalbCounty to collect any amounts owed by me if DeKalb County no longer employs me.

I understand that DeKalb County may te.rminate my right to use this card at any time forany reason at its sole discretion. I agree to return the card to DeKalb County immediatelyupon request or upon termination of employment.

Cardholder:

Signature: .J~~J;t&i; Date: Jll...01~~I>I.YPrint Name: I Sharon Barnes Sutton

Location:

Card#:

Approving Offtc~r:

Signature:

Phone:

Date: ---=--+-~--'---Print Name:

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CARDHOLDER USERS' AGREEMENT.I iroknowledge receipt of the .Cardholder Users' Agreement and confirm that I have readand understand their terms and conditions. I understand that peKalb County is liable toBank of Am~rica and MasterCardNisa for all DeKalb County charges. I fu.rtheracknowledge and agree that I am liable to DeKalb County for ~11unauthorized charges.

I agree to use this card for DeKalb County approved purchases only and agree not to,charge personal purcheses. I understand that DeKalb' Gounty will audit the use of thiscard and report any discrepancies.

, I further understand that improper use of this card may result in civil action. criminalprosecution, and/or disciplinary action, up to and including termination of employment.Should I fail to use this card properly, I authorize DeKalb County to deduct from mysalary an amount equal to the total of the discrepancy. I also agree to allow DeKalbCounty to collect any amounts owed by me ifDeKalb County no longer employs me,

I understand that DeKalb County may terminate my right to use this card at any time forany reason at-its sole discretion. I agree to return the card to DeKalb County immediatelyupon request or upon termination of employment.

Cardholder:

.Signamre: ~ j!;~.lrttwPrintNmne: ~arol1 Bctrltes Sui:fu'l

. Location 16 0C .'---

Date:

Approving Officer:

Signature: . ( 4Z-- ~ ~Print Name:' Dale L. Dague·

Date: oJ;""',Phone: (404) 371·42.'0---

. '

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PVRCHASING CARD FOR TRAVEL AGREEMENT FORMThe Director/Chief Procurement Officer of the Department of Purchasing and Contracting shalldetermine if paying travel expenses, meeting hosting I sponsoring, or other related expenses usinga Purchasing Card Isin the County's best mterest. The Director has the discretion to determinethe best method to implement any changes or exceptions.

Should a travel card be issued to a particular employee, or should travel expenses be allowed on aparticular"employee's existing Purchasing Card the following rules apply:


2. The Purchase Card Representative must maintain a file of all receipts ..3. Failure to properly maintain receipts can result in disciplinary action including restrictingpurchase card travel privileges, cancellation of the Purchase Card, and termination of theemployee. "

4. An employee may not receive an advance througb iExpense for expenses expected to be paidusing 1he Purchase Card

5. An employee may not receive a reimbursement through iExpense for expenses paid on thePurchase Card.

6. An employee will not receive a per diem for meals when using their Purchase Card. TheCounty willonly pay for expenses actually incurred

7. Expenses for meals are limited to the daily per diem as established by the County travel pOlicy.As of this writing in Januaty 2010 the daily per Diem is $ 36.00; $6.00 for breakfast, $10.00 forlunch, and $20.00 for dinner.

8. The employee should only pay for theirmeals, unless employee is h05ting I sponsoring ameeting. . -


10. Hotel charges for extra services such as long distance pay per view entertainment, spaservices. dry cleaning Ilaundl'Y services, ole are not allowed.


12. If an employee expects to exceed their monthly Umit ($5,000.00) or "single transaction limit($5.000.00) they should contact the Purchasing Card Administrator prior to their trip.

L£ :11 WV 6Z 8118104

..~....

I the undersigned have received read and agree to follow this policy.')

~~~JuooEmployee Signature

~ Alp" ~q,rn(5 ~(L tfDvJP mtName

Ummi65ioner· ;~

~t. tJiJkSignature - Departme~t ofPurchasin"g andContracting Representative

! .

. Print Name - Department of Purchasing andContracting Representative

~~~"-:--:---:-Title - Department of Purchasing andContracting Representative

•...

I

\ - . - .

CARDHOLDER USERS' AGREISMENTI atknowledge receipt of the Cardholder Users' Agreement and confinn that I have readand undersbmdtheir terms ~d ·conditions. I understand that DeKalb County is liable to

.Bank of -!'\nierica and MasterCardlViBa for all DeKalb County charges. I fiu:theracknowledge and agree that I am liable to DeKalb CoUnty for all unauthorized ehargea,

. I agree to use this card for DeKalb~County approved purchases only and agree not tocharge personal purchases, I understand that DeKalb 'County win audit the use of thiacard and report any discrepancies. '.'

I

I further understand that improper u~e of this card may result in civil action, criminal.-prosecution, and/or disciplinary action, up to and including terminationof employment.Should I faU to use this card properly, I autb.ori~ DeKalb County-to deduct from m,

. 'salary an amount equal to the total of the discrepancy. . I also agree to allow Del{alb.,' County to collect any amounts owed by me ifDeKalb County no longer employs me,. .

..I understand that DeKalb County may ~ate my right to use this bard at any time forany reason at its sole discretion. I agree to return the card to DeKalb County immediatelyupon request OJ;' upon termination of employment. .

Cardholder-:

Sign.ature:I/J'- +-Nt----.Io~..__ _

Location -,

Approving Offie~:

:Sis!u>I1ire: .. 4?<-- ~ ~$

Print Name: Dale is Dague

...

•••••••••Phone: (404) 371-.r...2.~t)-=-

.'

... ,. -

PURCHASING CARD FoR TRAVEL AGREEMENT FORM

~ Dtteotor of the Department of Purchasing and Contraoting shall detennine ifpaying travelexpenses. meeting hosting I sponsoring, or other related expenses using a Purchasing Card is inthe County's best interest.· The Director has the discretion to detennine the best method toimplement any changes or exceptions. .

Should a travel card be issued to a particular employee; or should travel expenses be allowed on apartioular employee's existing Purchasing Card the following rules apply: ,

J. The employee must submit receipts for all charges to his Iher department Purchase CardRepresentative ..

2. The Purchase Card Representative must maintain a file of all receipts .. .

3. Failure t(fproperly maintain receipts can result in disciplinary action includi.ng restrictingpurohaseoard travel privileges. cancellation of the Purchase card. and termination of theemployee.

4. An employee may not receive an advance through iExpense for expenses expected to be paidusing the Purchase Card

S. An employee may not receive a reimbursement through iExpense for-expenses paid on thePurchase Card.

6. An employee will not receive a per diem for meals when using their Purohase Card. TheCounty wi1lonly pay for expenses actually incurred

7. Expenses for meals are limited to the daily per diem as established by the County travel policy.As of this writing in February 2010 the daily per Diem is $ 36~OOi$6.00 for breakfast, $lO.O() forlunch, and $20.00 for dinner.

8, The employee should only pay for their meals. unless employee is hosting I sponsoring ameeting. . =.


10. Hotel charges for extra services such asiang distanoe pay per view entertainment, spaservices, dry cleaning I laundry services, ole are not allowed.

11. The employee must reimburse the County for any ohargeg determined by the County to beinappropriate or face disciplinary action inoluding termination.

12. If an employee expects to exceed their monthly limit ($5,000.00) or single transaction limit($5,000.00) they should contaot the PW'chasing Card Administrator prior to their trip.

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_ Lt> r~i ""Ji>h~vl)rPrint Name

CbaatS0~~"Title

~'t-LJ~Signature· Department of Purchasing andContracting Representative

KJll~ L. LJqlfo~Print Name- Department of Purchasing andConiracting Representative

cPOTitle· Department Purchasing andContracting Representative

Date .

.. ,./

.. .,.', ~.

I

CARDHOLDER USERS' AGREEMENT1 abkn()wledge receipt of the Cardholder Users' Agreement and confirm that I have readand understand their terms and conditions. I understand that DeKalb County is liable toBank of America and MasterCard/VIsa for all DeKalb County Charges. I furtbel'acknowledge and agree that I am liable to DeKalb County for an unauthorized charges.

;~.I agree to use this card for DeKalb County approved purchases only and agree not tocharge personal purchases, I understand that DeKalb' County will audit the use of thiscard andreport allY discrepancies.

I finth~ understand that improper use of this card may result in civil action, criminal.prosecution, and/or disciplitwy aetion. up to and inciuding termination of employment.'Should I fail to use this card properly, I autborize DeKalb County· to deduct from mysalary 'an amount equal to the total of the discrepancy. I also agree to allow DDl<.albCounty to collect any amounts owed by me ifDeKalb County no longer employs me.

I understand that DeKalb County may terminate my light to use this card. at any time forany reason at its sole discretion. I agree to returnthe card to DeKalb County immediatelyupon request or upon termination of employment.

Cardholder:

Signature: 'Date:

Print Name: J~-fi<~4.eceO c:...Location

Approving Omcer:

Signature: Date:, -----'-'----Print Name: Dale L. Dague Phone: (404) 371.t.~ .

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fURCHASING CARD FOR TRAVEL AGREEMENT FORM

.The Director/Chief Procurement Officer of t11eDepartment of Purehesing and Contracting shalldetermine if paying navel expenses, meeting hosting Isponsoring, 01'other related expenses lISillga PUfchasinQCard is in the County's best interc.qf. The Director' has tile discretio» to determinethe best method to implement any changes or exceptions.

S110ulda travel card be issued to 8 partlculeremployee, or should travel expensesbe 'allowed on apal1iculnr employee's existing Purchasing Card the following' rules apply:

I, The employee must submit receipts fOI' all charges to his I bel' department Purchase CardRepl'esentative. . . ~

2. The Purchase Card Representative must maintain a filc'~f all receipts,

3. Failure to properly maintain receipts can result ill disciplinary action including restrictingpurchase card travel privileges, cancellation of the Purchase Card, and termination of theemployee.

4. An employee may notreceive an advance through iExpense for expenses expected to be paidlIsing the Purchase Card

5. An employee may not receive a reimbursement through iExpense for expenses paid on thePurchase Card. .

6. An employee will not receive R per diem for meals when using their Purchase Card. TheCounty will only pay for expenses actually incurred

7. Expenses for meals are limited to the daily per diem as established by the County travel policy.As of this writing in January 2010 the daily pel' Diem is $ 36,00; $6.00 for breakfast, $10.00 forlunch, and $20.00 for dinner.

8. The employee should oilly pay for their meals, unless employee ill hosting J sponsoring ameeting.


IO. Hotel charges for extra services such as long distance pay pel' view entertainment, spa. serviees, dry cleaning I laundry services, etc are not allowed.

11. TIle employee must reimburse the County for any charges determined by the County to beinappropriate or face disciplinary actlon including termination.

12, If an employee expects to exceed their monthly limit ($5,000.00) or single transaction limit($5,000.00) they should contact the Purchasing Card Administrator prior to their trip,

I,·f

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J the undersigned have receiv~ I'ead and agree to follow this policy,

,z/zr/;(j)Date IBmpleyee Signature

~[&-iv=. Print Name

~"'~~)~Signature M Department of I)urcilasing andContracting Representative

Kjv:!\. L ()14~Print Name - Department of Pi rchasieg alli:lContracting Representative

~kdTitle - Department of Purchasing andContracting Representative

commissioners cardholder user’s agreement and purchasing card for travel agreement form:

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