We pretty much have to use a company credit card unless we have an
account set up with a store that will accept purchase orders.  Even
then, we often use the credit card instead of the p.o., provide the
receipt to fiscal, and get reimbursed to pay the card.  We still have to
follow the guidelines about finding the lowest price, using preferred
vendors, etc.

Elizabeth Moore
Virginia Museum of Natural History

-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of Sue Bodemer
Sent: Monday, February 23, 2004 4:27 PM
To: [log in to unmask]
Subject: use of credit card for purchases

Hi!

An auditing firm was just here and apparently did not like me (or other
managers) using my Amex card to purchase inventory or supplies for the
shop
and/or museum.  I have not been told anything directly, but I just
received
a notice to attend a meeting "to discuss Am Ex charges and how to handle
on
expense reports, in light of KPMG audit."

I want to be prepared before I go into the meeting.  Do any of you use a
credit card for purchases -- either inventory or supplies?  Some vendors
I
deal with won't send me orders without a credit card.  And sometimes,
it's
just a matter of wanting the merchandise as soon as possible and not
having
to wait for the accounting office to cut a check.  (They only cut checks
once a month).

We have three plasma screens in our orientation gallery and I went to
Walmart to buy replacement dvd players so these screens aren't blank.
Our
auditors thought I should have gone to Sam's Club because we have an
account.  Walmart is 2 miles from my home (4 miles from work); Sam's
Club is
14 miles from my home and 12 miles from work.

Can anyone give me advice before I go to this meeting?  I believe it's
taking place on Wednesday.

thanks



Sue Bodemer
Operations Manager
Rockwell Museum of Western Art
111 Cedar St.
Corning, NY  14830
607-937-5386 (museum main number)
607-974-4162 (direct line)
607-974-4536 (fax)
[log in to unmask]
www.rockwellmuseum.org

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