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Consent-General Government # 11.
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| Board of Supervisors |
Financial Services |
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| Subject |
| Adopt a revised policy on purchase card. (No general fund impact) (Newens) |
| Recommended Action |
| Adopt a revised policy on purchase card. |
| Strategic Plan Goal(s) |
| Operational Excellence |
| Reason for Recommended Action/Background |
The Purchase Card program has been implemented in the County since 1995.The purpose was to facilitate the purchases of small dollar items that did not need to follow the formal procurement system. In 2003 the County streamlined the program by joining the State of California's Cal-Card Program and creating new policy and procedures, which have been unchanged in the past thirteen years.
Multi year statistics presented in Att. B - P-card Trends, show that the number of cardholders has been fairly constant; however, the volume of transactions has trended significantly upward in recent years, as well as the resulting rebate income to the county. Presently, about 200 cardholders generate an annual purchase volume of about $1.8 million, and producing annual rebates of close to $27,000.
The purchase card program has generally served the county needs well. However, over the years, insufficient monitoring and enforcement have contributed to misinterpretation of policies and procedures, resulting in violations and abuses. With the goal of strengthening accountability and improving the effectiveness of the program, we have revised the Policy on Purchase Card (Att. A - Purchase Card Policy) to clarify responsibilities and add enforcement elements as well as controls on types of purchases.
Once this policy is approved we will review and revise the Purchase Card Procedures Manual accordingly. Following completion of these tasks, we will address the related larger Purchasing Policy and Travel Policy. |
| Collaborations (including Board advisory groups and external partner agencies) |
| This policy was exposed to department financial officers and department heads and their comments and suggestions have been addressed. Counsel and the County Administrator have reviewed. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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