Requested Agenda Date:
1/25/2022
Requested Agenda Title:
Title
Revised Countywide Policy 7035: Purchasing Cards Authorization and Use
Body
Requested Agenda Item Description:
Countywide Policy 7035 has been out of date since June 2020 after the implementation of the new platform which transactions are managed, Pcard Place. The policy revisions were made by a 15 member Purchasing Card Advisory Board over the past year, meeting twice a month for 2 hours at a time. The draft has been circulated to all county agencies and the fiscal community for feedback.
Highlighted changes include:
• Language revised to be more clear, consistent and user-friendly for new employees.
• Policy incorporates division-level decisions for the use and management of their purchasing card program internally.
• New expectation for cardholders to attend a refresher training every other year. Cardholder agreements will be signed annually
• Added quote requirement for purchases over $5,000
• Enhanced security/clarity offered on the use of Pcards
o Safeguarding
o Merchant fees
o Refunds/credits from vendors
o Third party payment processor guidance
o Alignment with Vehicle Policy 1350
o Business-Related Alcohol purchases
o Delivery Address
o Capital Purchases
• Provides clarity on documentation requirements
• Compliance Review
o Offers direction on transaction review for the cardholder agency, Contracts & Procurement, Auditor’s Office and Mayor’s Finance
• Incorporates “Designee” language for agency Elected offices, Division/Department Directors, Fiscal Managers
Requested Action: Discussion - Vote Needed
Presenter(s) (with titles): Angelina Linnett, Contracts and Procurement Operations Manager
Time Needed: 15 MINS
Is this Item Time-Sensitive and/or Requesting a Time-Certain? No
Requesting Staff Member: Ina Landry, Administrative Services Department Assistant
Are Supporting Documents Needed for this Agenda Item Request? Yes