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Sandy <br /> (541)682-4801 <br /> From: HUBBELL Shawn M <br /> Sent:Wednesday, May 24, 2017 10:26 AM • <br /> To:SHERIDAN Sandy J <Sandy.J.Sheridan@ci.eugene.or.us> <br /> Subject: RE:whoops-personal use of P-Card? <br /> Hi Sandy, <br /> The cardholder needs to notify their supervisor as soon as they notice the charge.An email to the supervisor detailing <br /> what happened, the amount, the merchant, and that they will be reimbursing the City for the charge will suffice. The <br /> supervisor will need to acknowledge the mistake, and cc you in the reply. The cardholder will then need to write a check <br /> to the City for the amount and give the check to you. You will then take a copy of the check and the reply email from the <br /> supervisor and treat this as your receipt for the transaction. The check will need to be deposited via a manual turn over <br /> (MTO) to the same account that the charge is coded to. I can process the MTO if you do not have the ability to(some <br /> departments take payments regularly, others do not). <br /> Give me a call if you have any questions regarding this process. It doesn't happen that often, however it is something that <br /> we should design a training document around. <br /> Shawn Hubbell <br /> Purchasing Analyst AIC <br /> City of Eugene:Finance:Purchasing <br /> 100 W. 10`h Ave,Suite 400 ^/^ • <br /> Eugene,OR 97401 <br /> 541-682-5050 <br /> :, tl f - n •-1- • <br /> ,5 DO _ 5 <br /> ' a <br /> om: • r Sandy) *1t'� ; <br /> Sent:Wednesday, May 24,2017 9:38 AM <br /> To: HUBBELL Shawn M <Shawn.M.Hubbell@ci.eugene.or.us> — <br /> Subject:whoops-personal use of P-Card? <br /> Hi Shawn! <br /> One of the cardholders I reconcile for accidentally used his COE P-Card for a personal <br /> purchase through PayPal. He doesn't know how to rectify this error. I didn't see it covered in <br /> the training materials, but maybe I missed it. <br /> I welcome any advice I can offer this cardholder. Thanks Shawn! <br /> Sandy Sheridan <br /> City of Eugene <br /> Public Works Maintenance and Parks and Open Space <br /> (541)682-4801 <br /> 2 <br />