I am a new member posting for hte first tiime; I hope i have filed this under the correct forum.
I am a CO. In my agency the purchase card program is managed by financial operations and not the acquisition office. The brief email i posted below was from our purchase card manager, who infomed a staff member that the following scenario violated the micropurchase threshold rules for purchase card. One person in an offsite office has an ez pass account to pay the toll charges for the staff in that office. Each individual toll is for a few dollars, but the office annual aggregate cost was over $3k. Therfore the purchase card manager stated the purchase card can not be used for this type of transaction.
I am not sure i agree. Any comments and advice would be greatly appreciated. Thank you in advance.
Jim S
______________
Dear (name redacted):
During a review of purchase card transactions, we noticed a large amount of toll charges on your card in FY-12. Total there was $7,340.00 in toll charges for FY-12. During this review, we took a look at FY-13 transactions to see where we stood on toll charges and noticed that thus far you have $3,840.00 in toll charges for FY-13 (see detailed information below).
Merchant
Category
Code
Merchant Category Code
Description
Merchant Name
Transaction
Date
Transaction
Amount
4784
TOLLS AND BRIDGE FEES
EZPASS PREPAID TOLL
2012/10/07
$960.00
4784
TOLLS AND BRIDGE FEES
EZPASS PREPAID TOLL
2012/11/04
$960.00
4784
TOLLS AND BRIDGE FEES
EZPASS PREPAID TOLL
2012/12/05
$960.00
4784
TOLLS AND BRIDGE FEES
EZPASS PREPAID TOLL
2013/01/06
$960.00
Total
$3,840.00
As we all know the micro-purchase threshold is $3,000 for a single transaction or requirement. For toll charges, we need to make sure that the limit does not exceed $3,000 in one fiscal year, which you have already done. In order to remedy this situation and prevent it from being a larger issue, please contact EZ-PASS and have you card number removed from the account as an authorized payment method so that they cannot charge again in the beginning of February.