Travis County Commissioners Court
February 10, 2009, 2009
Item 18
18.
approve procurement card policies and procedures for use by the Travis County purchasing office.
i thought we would just lay this out to make sure people understand this is good government.
>> good morning, cyd grimes, Travis County purchasing agent.
as you know, we have very good internal controls on how we spend our money and the process we go through.
and for years we've started to notice with internet that more and more companies want to do business or do not want to accept a purchase order, they want credit cards for like internet purchases.
there's also times when -- when folks will need an emergency type of purchase.
so what we would like to do, we have been working on this years with the county auditor and the county attorney's office and we have been able to get susan to agree to allowing just the purchasing agent and a few people in my office to have a credit card.
the departments will not have -- they will have interrequisition to encumber their money just like they do now when they want to make a purchase, then give us a call and we work with them to make the purchase with the credit card.
we do not anticipate using this card more than three to five times a month at the most.
i think one of my biggest uses will be h.r., they do a lot of job postings over the internet and right now I believe linda Moore smith puts that on her credit card, we reimburse her.
i see her as someone that would use this on a regular basis for job postings.
and basically we -- like I said, we have been working for years with the auditor and county attorney, we think that we have a process pretty well in writing and it's very clear.
my staff understands the rules about abusing the credit card.
i have no problem terminating folks when they don't follow the fuels.
so -- so I feel very confident that this will not be abused.
this will not be an item that shows up on the front of the statesman that I got a new car or anything like that.
although I need one.
but we are very confident that we still have the internal controls in place and we would just request that the court approve this process for us.
>> move approval.
>> second.
>> remind of why the old way is no longer acceptable or efficient?
>> well, it still is efficient.
we -- we are using the -- the computer has just changed the way we all do business.
especially for companies.
a lot of like ordering books are done over the internet.
we can find things cheaper over the internet.
so it's just another tool for us to expedite purchases.
again, I don't anticipate using this card more than three to five times a month.
>> for the internet purchases, those vendors really want a credit card amount to charge to.
>> yes.
this will not be used for travel.
this is a policy at the state or a credit card policy at the state that issues credit cards for travis.
we have looked into that.
it would be convenient for folks, but it's a -- it would be a lot of work.
we would almost have to have one staff person to manage that credit card.
we do think we will continue to look at it in the future because there are times if you buy your airline ticket on the internet it's cheaper.
it's something that we will continue to look for.
but this one will be just be internet type of purchases, purchases where they will take a --
>> can we get a report back in say six months to see how it's working.
>> okay, I will do that, judge.
any more discussion?
>> I -- just want to know is that an interest rate and stuff like that attributed to any type of credit card usage.
>> there would be if we didn't pay it off.
>> in other words you pay it within a certain length of time, part of the regulations that you have established that the bill has to be paid before the interest rates is invoked or in place.
>> correct.
>> is that correct.
>> that's correct.
>> okay.
i guess the auditor and you guys worked things out to make sure that you have quick turn around to make sure there's no lagging as far as making sure that interest rate is not a part of this in -- if it's out of the realm of the timeliness of the what 30 days or 25 days or whatever it is out of the credit card before they -- before they -- before they charge you interest.
>> that's a good points, Commissioner, because under county law we can only disburse once a week, so it's not as flexible as you can get a check out whenever.
we can issue them once a week and then you have to approve them and the treasurer has to approve them, there's a lengthier approval process.
but all of that is going to be managed because all of those are concerns that my office has as well.
and, you know, it means paying attention to what you're buying.
not letting that thing get a balance, get an old balance and paying attention to the -- to the due dates, the purchasing office has assured us that they will manage this.
we have tried not with the purchasing office, but with some other offices who came forward with very compelling arguments and how they were going to manage the cards.
i will tell you it didn't work well, we took the cards away.
this is going to be very controlled.
there's no question it's convenient.
we will come back to you if they are not.
>> I can understand that.
but I just know for convenience purposes if you don't watch it, you will be assessed an interest which will be defeating the goal.
>> county shouldn't be paying interest.
>> exactly.
>> so I wanted to bring that out as an air of caution before the -- as far as the purchase is concerned.
>> very good point.
>> thank you.
>> thank you.
>> any more discussion?
all in favor?
show Commissioners Eckhardt, Gomez, Huber, yours truly voting in favor.
>> Commissioner Davis abstaining.
>> Commissioner Davis abstaining.
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Last Modified:
Tuesday, February 10, 2009 2:00 PM