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MAINE BULLETIN NO. ME 120-10-1

                                                                                                     

                                                                                          December 10, 2009
 

Subject: ADS - General Manual 120 Part 406 – US Bank Card Acquisition documentation

Purpose. To provide Maine NRCS, US Bank cardholders with guidance on supporting documentation for US Bank card acquisitions (General Manual 120, Part 406 Acquisitions).

Expiration Date. September 30, 2010

Background. In reference to General Manual 120, Part 406.42 – Requisition for Supplies. Equipment, or Services, Form AD-700 – Procurement Request is required for acquisition of office supplies made with the US Bank card.

Explanation. In order to adhere to the General Manual 120, Part 406.42 policy and reduce the administrative burdens on the field staff, a new procedure to document US Bank card acquisitions such as the purchase of office supplies has been established and will be implemented effective December 15, 2009.

During Fiscal Year FY 2010, Maine NRCS US Bank cardholders will have an approved AD-700 with a set spending cap allowance for the purchase of office supplies and general office needs for purchases under $500.00. Purchases exceeding $500 requires supervisor approval. This approved AD-700 will serve as the documentation for the acquisition of office supplies and other general office needs for under $500.00 and under the total spending cap allowance set forth on the US Bank cardholder’s approved AD-700 during FY 2010. Within the next 3-5 business days cardholders should receive an approved AD-700 signed by your direct supervisor, which will include your FY2010 spending cap allowance.

The approved spending cap allowance for the AD-700 is based on the cardholder’s prior year purchase amount, FY 2010 Maine NRCS budget, and input from the cardholder’s direct supervisor.

If you have any questions, please contact Cathee Wilson, State Administrative Officer at (207) 990-9567.

/s/ Juan C. Hernandez

JUAN C. HERNANDEZ
State Conservationist