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AI- 8694   4. D. 3.    
Commissioners Court - Regular
Meeting Date: 08/09/2017  
Discuss and consider adoption of revisions to the Nueces County Procurement Card Program (P-Card) Policy.
Submitted By: Elsa Saenz, Purchasing Department
Department: Purchasing Department  

Information
RECOMMENDATION
Discuss and consider adoption of revisions to the Nueces County Procurement Card Program (P-Card) Policy.
BACKGROUND
Since the County started using a procurement card (Wells Fargo’s credit card), the credit card provider’s software has been used to track the individual transactions. At the end of the month cycle, descriptions of the items purchased are inputted, coding is entered to identify the budget that will be used, and receipts are attached to a report generated from the credit card provider’s system. The user departments submit all the documents to the Auditor’s office. After the reports are reconciled with the data transaction download file, the Auditor’s office receives from Well Fargo the total dollar amount spent per vendor then it is posted into the departments’ budgets.
DISCUSSION
The county will be moving away from using the Wells Fargo system to using a module in the OneSource system used in the Auditor’s office. This will allow for departments to track P-Card transactions on a daily basis instead of monthly and see the impact on their budgets. Migrating from the Wells Fargo system to OneSolution will allow for information on transactions to be downloaded directly from Wells Fargo to the OneSolution system daily. The p-card holder will go into the OneSolution system to enter the descriptions of the items purchased and code it to the budget that will be used. The auditor’s office will review and approve the information and post it into the departments’ budgets. The P-card policies and guidelines require modifications. It will no longer have any reference to Wells Fargo guidelines/procedures. It will only contain policies. Also, the policies will incorporate the responsibilities of all County staff, the need to suspend p-cards or cancel them and disciplinary process for misuse of the p-card. These are areas that were lacking in the policies. Attached for your review and consideration is a redline version of the manual. It notes all the changes that were made.

Budget Information
Information about available funds
Budgeted: Funds Available: Adjustment: Amount Available:
Unbudgeted: Funds NOT Available: Amendment:
Account Code(s) for Available Funds
1:
Fund Transfers

Attachments
P-Card policy redline

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