Agreement for Use of the Purchasing Card During a State of Emergency

Agency Name

Purpose: The purpose of this Agreement is to set forth the conditions under which the Purchasing Card may be used during a State of Emergency as authorized by the Office of the State Comptroller (OSC) and the Department of Administrative Services (DAS).

Use: Agencies may use the Purchasing Card for emergency purchases in the event of a State of Emergency declared by the Governor and no action to disapprove has been taken by the General Assembly (CGS, Sec. 28-9).

Cardholders: The Agency must provide a list of employee(s) authorized to make emergency purchases. Cardholders designated as emergency cardholders will have limits raised in accordance with the limits set forth herein as established by OSC when a State of Emergency has been declared. The cardholder will be responsible for placing orders, maintaining receipts in a purchasing log envelope, and forwarding the purchase log envelope to the Agency Purchasing Card Coordinator.

Credit Limit: Authorized emergency limits have been established at $250,000 per month and up to $10,000 per transaction. The limit of transactions per day and per month is 999. The Purchasing Card emergency credit limits will not be activated until the Governor declares the Emergency. At that time the Statewide Purchasing Card Administrator will notify the bank that an emergency has been declared.

Agency Purchasing Card Coordinator: The Agency Purchasing Card Coordinator will be responsible for maintaining the list of authorized agency individuals designated as cardholders for emergency purchasing. All changes must be communicated in writing to the Statewide Purchasing Card Administrator.

The agency will work with staff members of the Office of the State Comptroller and Department of Administrative Services to coordinate implementation of and compliance with this agreement.

The undersigned hereby agrees to the terms and conditions contained herein on behalf of their respective agency. Should there be a change in agency head, no re-execution of this document shall be necessary and all terms herein shall remain in full force and effect until amended by the Comptroller and the Commissioner of Administrative Services.

Non-compliance with any of the provisions contained in the procedures above including the requirements contained in the State Accounting Manual, may be grounds for termination of this agreement.

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Commissioner/Agency Head    Date
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Agency Purchasing Card Coordinator    Date