HomeMy WebLinkAbout03.b. Information requested on P-Card charges 3mbo
Central Contra Costa Sanitary District
March 28, 2017
TO: FINANCE COMMITTEE
VIA: ROGER S. BAILEY, GENERAL MANAGER
PHILIP R. LEIBER, DIRECTOR OF FINANCtfND ADMINISTRATION
FROM: THEA VASSALLO, FINANCE MANAGER
SUBJECT: INFORMATION REQUESTED ON PURCHASING CARD CHARGES
At the February 21 It Finance Committee meeting, committee members inquired about a
list of purchasing card charges made by staff. An informational memo to Central San
staff has been sent out to remind staff to be prudent with purchasing card charges.
Moreover, the items in question from the February 21st meeting have been compiled in
a spreadsheet with more detailed information explaining the charges. The information
memo and the spreadsheet are attached.
TV-sIc
Finance Manager Drive/Information Requested on PCard Purchases
Central Contra Costa Sanitary District
March 15, 2017
TO:, CENTRAL SAN PROCUREMENT CARD HOLDERS AND APPROVERS
FROM: ROGER S. BAILEY, GENERAL MANAGER �W-
SUBJECT: PROCUREMENT CARD USAGE REMINDER
As you know, Central San is funded by our ratepayers/taxpayers and our spending is
under a higher level of scrutiny than that of private organizations. It is always important
that we spend money wisely, and are able to justify our spending. The Board takes its'
fiduciary responsibility seriously, and thus, reviews and questions these expenditures on
a regular basis. Our internal controls and spending guidelines are designed to ensure
that our spending is authorized and related to Central San business.
One area of spending that has the potential for misuse are expenditures paid by
Procurement Cards (P-Cards). P-Cards are issued to certain staff to allow for the
purchase of relatively small value items where it would not be cost effective or realistic
to go through a purchase order process. Nonetheless, we must be cautious and
recognize that even items purchased through this more timely and flexible procurement
too] are subjected to scrutiny.
The Employee Manual has this short summary of responsibilities for P-Card holders:
How to BuV Goods and Services
Purchasing is a centralized function at the District. The Purchasing and
Materials Services Division is in charge of obtaining quotes, bidding, buying
goods and services, and approving technical, engineering and consultant
agreements in accordance with State laws. It is Purchasing Staffs job to
assist employees in receiving the maximum value for the minimum price
and to maintain inventories of goods at minimum levels consistent with
Department needs, While Purchasing is centralized, sometimes the most
efficient way to purchase goods is through the use of a personal District
Procurement Card (P-Card).
Procurement Card Usage Reminder
March 15, 2017
Page 2
With supervisor approval, you may be issued a District P-Card for routine
purchases. The supervisor must notify Purchasing of your usage limits on
the card and the type of goods and services that may be purchased with
the card. Prior to using the card, you will be given training from a Buyer
on how to use the card. Your supervisor can refer you to the correct Buyer
for the department. As part of the training, you will receive a Procurement
Card User Guide.
All staff who have been issued P-Cards, have been provided training on proper use.
Also, the P-Card User Guide is available on OTIS at:
http-:Hcms/otis/admin/r)urchasing/polio y-[2roc/upload/Procurement-Card-
Manual 042415.pdf
Additionally, we will soon schedule some refresher training to users of the cards to
highlight requirements. While the Board has not found unjustified items, some
expenditures on the surface can appear questionable and require follow-up discussion
between staff and the Board. In purchasing materials and supplies, be cautious of, and
avoid, if possible, spending at vendors that can create the wrong perception such as:
• Spending at stores that have an extravagant or "high-end" reputation.
• Spending at sporting goods or retailers that do not appear related to Central San
business. Even when the items purchased are legitimate for Central San
business, it would be preferable to procure such items from a general-purpose
retailer.
In general, P-Cards can be used for conference arrangements -- hotel charges are
acceptable, see Travel Policy (BP 008) and Procedure (AP 008) for details. For food
purchases related to a Central San event, P-Cards may be used, but pre-approval of
the intended food purchase should be obtained by following the Food and Beverage
Procedure (AP 10 1) before purchase to ensure the expenditure is appropriate and
justifiable.
Finally, if you think P-Card expenditures might raise questions, get your supervisor's
opinion on the matter before the purchase.
LEI
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12/08/17 $94.40 BJs Restaurant Associate Engineer Oral Board Lunch POD
12J05/17 $187.15 Canyon Sports Flash Light/Pocket Knife for Safety Awards CSO
12J08/17 $20.05 Starbucks Associate Engineer Oral Board Breakfast POD
12/15/17 $35.15 Acme Fill Corp Disposal of Pallets CSO
11/29/17 $244.44 City Auto Supply Stock Order CSO
12/02/17 $337.67 City Auto Supply Stock Order CSO
12/05/17 $130.18 City Auto Supply Battery CSO
12/07/17 $7.5 8 Monument Car Parts Gas Cap POD
12/15/17 $60.80 Acme Fill Corp Pallet Disposal CS0
11/30/17 $12.97 North Park Deli Lunch for Board Member and General Manager Meeting ADM
12/14/17 $2.49 Trader Joe's Cooking Oil - Sewer Science Supplies ADM
12/15/17 $65.68 Round Table Pizza Lunch for 10 attendees at RCM Training Program POD
12/14/17 $81.16 Rudy Ramiez Matco DLR (Matco Tools) Two torx sockets ADM
11/03/16 $57.81 Los Panchos Meyer- RCM Training. (901ta6dify CP^�"��`, �a°��'a��e� POD .
11/08/16 -$113.29 Sportsman's Guide Credit Back from Fraudulent Charges POD