Action 24.
Regular Board of Supervisors Meeting
Procurement
- Meeting Date:
- 06/18/2024
- Title:
- Revisions to the County's Purchasing Card Policy
- Submitted By:
- Monica Miranda, Finance
- Department:
- Finance
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature NOT Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
0
NAME
of PRESENTER:
of PRESENTER:
Monica Miranda
TITLE
of PRESENTER:
of PRESENTER:
Finance Director
Mandated Function?:
Local Mandate or Policy
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Docket Number (If applicable):
Information
Agenda Item Text:
Approve revisions to the Cochise County Purchasing Card Policy as presented in attachments, effective June 18, 2024.
Background:
The Board of Supervisors originally approved the County's credit card policy on May 14, 2002, and revisions approved on March 17, 2009, and January 23, 2018. During the FY23 audit, it was found that revisions were needed to make the policy clearer in regard to acceptable use of purchasing cards and enforcement of the purchasing card policy.
To date, the Finance, Procurement and Administration team have implemented a mandatory annual refresher training of the purchasing card policy for all purchasing cardholders, and a reporting mechanism to document enforcement of the purchasing card policy. If approved, the revisions to the purchasing card policy will be the final step to complete the corrective action plan put in place to fully resolve the audit findings.
To date, the Finance, Procurement and Administration team have implemented a mandatory annual refresher training of the purchasing card policy for all purchasing cardholders, and a reporting mechanism to document enforcement of the purchasing card policy. If approved, the revisions to the purchasing card policy will be the final step to complete the corrective action plan put in place to fully resolve the audit findings.
Department's Next Steps (if approved):
If approved, the Procurement Department will begin communicating the revisions to the policy and train all current purchasing card users and liaisons and will begin to train new employees who are deemed to be cardholders.
Impact of NOT Approving/Alternatives:
The Procurement Department will continue to communicate the provisions of the current policy to all current and new cardholders.
To BOS Staff: Document Disposition/Follow-Up:
Please advise Finance of the outcome.
Provide a copy of the final, clean version to IT to update the policy on the Intranet.
Provide a copy of the final, clean version to IT to update the policy on the Intranet.