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Consent-General Government # 16.
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| Board of Supervisors |
Financial Services |
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| Subject |
| Receive and file the Department of Financial Services annual report on purchase card transactions for fiscal years 2014-15 and 2015-16. (No general fund impact) (Newens) |
| Recommended Action |
| Receive and file the Department of Financial Services annual report on purchase card transactions for fiscal years 2014-15 and 2015-16. |
| Strategic Plan Goal(s) |
| Provide fiscally sound, dynamic and responsive services |
| Reason for Recommended Action/Background |
The Purchase Card program has been successfully utilized by the County since 1995 and is a recognized method of streamlining the purchase process for lower cost items. The County participates in the State of California's Cal-Card Program, adopted by the Board of Supervisors on March 25, 2003. The Purchase Card policy directs the Chief Financial Officer to file an annual report including the purchase card limits for each department head, elected official or equivalent, the total number of cards in use by department, the volume of transactions both in number and amount and other information relative to the effectiveness of the purchase card program. Such report is submitted herein as Att. A - Purchase Card Summary.
The policy also directs the Chief Financial Officer to perform compliance audits, on a rotating basis, in order to determine the adequacy of internal controls and appropriate applications of the controls within the departments. The last formal purchase card audit was issued in 2008. Since then, due to limited audit resources, continuous transaction review has been done by Accounting staff as time permits. The more recent review of the Elections Division revealed weaknesses in the purchase card program that staff is evaluating. Currently staff is focusing on enhancing the accountability of purchase cards through the implementation of continuous monitoring and selective limits. As part of this overhaul we will also review and update the countywide purchase card policy. This effort will be reported to the Board at a later date in this fiscal year. |
| Collaborations (including Board advisory groups and external partner agencies) |
| None |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
| The County earned $8,811 and $9,698 during the fiscal years ended June 30, 2013 and June 30, 2014, respectively, from taking advantage of early payment discounts offered by the State of California Cal-Card Program. In addition, the purchase card program eliminates the costs of issuance of over 6,000 checks annually. |
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