Hubbell Policies

must complete the Missing Receipt Affidavit form and provide details regarding items purchased. These details shall be included in an additional attachment or in the comment field.

c. Monthly Reconciliation, Report Submission, and Approval Each month after the statement period has closed the Cardholder must complete the Statement Report created in the system per transactional guidelines and requirements. The reports can be submitted three (3) days after the statement period has closed. This allows all transactions made the last few days of the statement period to process through to the system. Reports not submitted before the next statement period closes (25 th of month) are considered delinquent. All Cardholders with delinquent reports will receive notification of delinquency with their supervisor being notified as well. If a Cardholder has any report that is delinquent more than two statement cycles, their card will be suspended or closed if suspended more than three (3) times. The approving supervisor’s signature/approval of the Cardholder’s monthly statement report indicates that the Cardholder was authorized to make the purchases and that the purchases were made in accordance with the applicable procedures.

All Statement Reports are retained per Hubbell’s Records Management Policy (LEG -10).

d. Payment Disputes The Company’s corporate finance department or the P -Card management team will not be involved in disputes between the locations and their vendors, the Cardholder, or the credit card company. Dispute resolution is the sole responsibility of the Cardholder.

D) Proper P-Card Using and Allowable Purchases When making a purchase the Cardholder should ensure the following:

1) Utilize company purchase agreements and the HUBB-Supply catalog suppliers first when they exist. 2) Check sources of supply per sourcing policy to ensure the best price and delivery. 3) For items to be shipped, instruct the vendor to include the following information on the shipping label and packing list: ▪ Cardholder’s name and telephone number ▪ Complete delivery address ▪ The phrase “Credit Card Purchase” ▪ The vendor’s identifying order number Note: It is important that all purchases be sent to the Cardholder ordering the merchandise as this will ensure that the documents necessary for recordkeeping are readily available to the Cardholder. 5) The Cardholder should only make purchases on the P-Card for non-recurring or emergency after-hours transactions. Some examples of where the P-Card may NOT be used are as follows: a. Any merchant, product or service normally considered to be an inappropriate use of company funds b. Recurring indirect materials/supplies e.g. shipping supplies (cardboard boxes, tape, etc.), labels, safety equipment, cleaning supplies, lubricants, etc. 4) Always obtain the original sales documents (packing slip, invoice, cash register receipt, credit card receipts, etc.) for all items.

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