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Home My WebLink About03.a. Follow-up on expenditures & P-card transactions from piror meeting Page 1 of 7 Item 3.a. CENTRAL SAN D ME October 23, 2018 TO: FINANCE COMMITTEE FROM: PHI LIP LEI BER, DI RECTOR OF FINANCEAND ADMINISTRATI ON REVIEWED BY: ANN SASAKI, DEPUTY GENERAL MANAGER ROGER S. BAILEY, GENERAL MANAGER SUBJECT: FOLLOW-UP INFORMATION REQUESTED ON EXPENDITURES/PROCUREMENT CARD TRANSACTION INFORMATION PROVI DED AT PREVIOUS MEETING Additional information on the following P-Card transactions were requested by Committee Members subsequent to the August 23, 2018 meeting: Page 9 of 20: 07-04 07.03 24034459184306641407491 LEHMERS CONCORD BUICK GMC 925-6854481 CA 39.15 07434 07.03 24034459184306641407566 LEHMERS CONCORD BU CK GMC 925Sfi85-4481 CA 38.56 07-04 07.03 24034459184300641407640 LEHMERS CONCORD BU ICF{GMC 925-6854481 CA 2.39 67-04 07-03 2jLL'i+W5M184306641Ad7723 L€HMERS CONCORD BU ICI{GMC 925-6854481 CA 379.56 An inquiry was made regarding why several transactions at the same vendor were undertaken on the same day. CSO has indicated that the vendor(Lehmer's) processed the items separately because the items were ordered at different times. When the Central San employee picked up the items, they ran his P-card multiple times, for each transaction separately. Documentation related to each purchase is attached. Page 13 of 20 and Page 16 of 20: C. Granzella 07-11 07-10 24055238192083761014202 WALMART.COM 8009%6w 800-966-6546 AR 856.W 07-1107-10 246921681911001381064500 WALMAR7.00M 80M66-1.546AR 363.69 07.11 07.10 24692168191100881 C81 801 WALMART.COM 800-966-6546 AR 454.61 R Wedemeyer 07-11 07-10 24692168191100654447502 WALMART.00M 800-066- 546 AR 1.101.29 07-11 07-10 24892168191100654454565 WALP.AART.00M 800_966 6 AR 1.101.29 These purchases were related to the annual employee picnic event on August 15. Previously, tables, chairs and like equipment were rented. Upon considering the costs of that approach (approximately $9,000 over five years for various District events), it was found that purchasing the equipment and reusing it would be more cost effective. Accordingly, Human Resources staff purchased the items at Wal-Mart. Wal-Mart policy limited the purchases of certain items (umbrellas and chairs)to a particular number of like items per transaction. As a result, staff made the purchase in several transactions, with the P-Cards of two employees. Transactions that appear to be split transactions that in the aggregate exceed the limit of an individual employee are flagged in an automated report for follow-up and discussion by Central San October 23, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 3 of 160 Page 2 of 7 Purchasing. After review, it was determined that Purchasing P-card protocols were not followed and appropriate action was taken with the staff involved. Finally, a question was raised about the outstanding balance on the report of$319,737.30. P-Card transactions for the month were $164,233.35, and payments during the statement period were $162,121.94, which was payment for the May statement. The outstanding balance was due to timing of when the July statement was issued (7/23/2018) and when the June payment was credited to our account (7/30/2018). Strategic Plan Tie-In GOAL THREE: Be a Fiscally Sound and Effective Water Sector Utility Strategy 2- Manage costs ATTACHMENTS: 1. Attachment regarding Lehmers P-Card Expenditures October 23, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 4 of 160 CENTRAL CONTRA'COSTA SANITARY DISTRICT PROCUREMENT CARD TRANSACTION tiOG r MONTWYEAR: IAq PAGE OF DEPARTMENTIDIVISION: Q CARDHOLDER NAME: r,�ICN/�lt� In+U{�'T — ��L= APPROVING OFFICIAL: P Tt. I T PU HASE PH . .E ITEM DATE VENg2 N DE$CRIPIIQN-QF PURCHAW 11'UM Ofi3�' N N R AM",NY ACCOUNTNUMUER II�C�-MIWET DISPUTED F:,r o r ,x,10-Db.o L 2 ..� 3 d/5 6trr— C.[ 4 s L a� sa Svc S/S/S/W F fi 17VA Le. n..ars U grAke l.`r7i Wgsf, 3 L ll . I g *7L3 L..e oVDIRL it I. 10 12 i 13 `r i 45.rf c - 3714 i 1- �3 W� �o a?Y 2 .2 30 q& t 1 ft 17 ! L c,.v►.c. trrtn r 620 -7.!? 6 t 18 4(3q q0 1/87.ay ►� dl za TOTAL: „ Y l dh:"rn6nthly meaoH t .dkemt) ACCOUNT#: j/.p,rDLq •-b/19 D 6-P,;LAMOUNT: PURCHASE SUMMARY: �/7i'N.� y X4.0 At,_ 0 171 L24Z ACCOUNT#: AMOUNT: PURCHASE SUMMARY: ACCOUNT#: AMOUNT: PURCHASE SUMMARY: ACCOUNT M AMOUNT: 7 PURCHASE SUMMARY: TOTAL _..F.._ -3•PY (Total must match the total provided above and the total on monthly statement,less any disputed4tems). Charges for the assigned Cardholder have been verified. All charge slips,receipts and credit reco1pts have been matched and charges properly oodod'to the oormot gonoral lodger account. The billing stetement,has been reviewed Wh tW.Cerdhblder and all.chatges andlor'credits are correct as billed. Any tllaputeditems are listed on the attached Slifth eA of Queiild'ed Item form. All r4atetials,goods and supplles-have;bddn received,inspected and used fbr official Disttict business. All purchases have been made in complihNe with CARDHOLDER SIGNATURE Date the Distdors PUrchasing'Policies and ptocedures_and competitive sealed bids or pYoposa,s or quotations wore not required for any of the listed purchases. / For telepphhoone or thternet orders,ctlet:k'Phona/lntemet'column and attach Telephoneftlarnet AP,P),JOVIN.O Order/C7e8ii Receipt Form In lieu of a rdcelpL OIf kIAL t4ONATURE Date, October 23, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 5 of 160 Page 4 of 7 L 5 H M E R s 1905 Market Street•Concord,CA 94520 CO�T�/1� Ph.925.685.4481 Fax 925.685.872$ lv O wwwlehmers.com BUICK# CMC DAR#ARn00001944 U.S.E.P.0.ID a CAI-DO0302464 ,A Lehmer's family tradition since 1928 *tt**t*vXVV*XttXt*vrvvttt*X***`�WwX*t*XX*t**vv ******THANK YOU FOR YOUR PATRONAGE**""""" "w""""LENMER'S CONCORD BUICK GMC*******w** ***WE STRIVE TO PROVIDE THE BEST SERVICE, **** `"SATISFACTION 8L VALUE IN THE EAST BAY`'"** CELL: 925-383-0174 NO, NO SHIP VIA PAY • 11859 226 CRED CD • DEANNE NYBERC 07/02/18 244451 NICK@CENTRAI,$AN.0RG OLW 925-383-0170 LCENTRAL CONTRA COSTA SANITARY DIST H L 1266 SPRINGBROOK .ROAD P 7 WALNUT CREEK, CA 94597 T 0 0 DESCRIPTIONBIN LIST NET AMOUNT 1 0 19366693 HOSE 4.680 91466 S,P-ORD 5Q.65 35.46 35.46 v 6 m n g 81,1870TAL 35.46 -NOTICE RETURN POLICY: A 35%handling charge will be made on parts retumed for credit. No retums allowed on electrical or spaclal ordered parts. TAX 3.10 No refunds after 5 days. No refunds without this invoice. :'Not-Ice to customer.Please read Important information on back WE THANK YOU! FREIGHT 0.00 CUSTOMER S*NATJRE PAYTHIS AMOUNT 38.56 V:4516 CUSTOMER COPY ""DUPLICATE** NET504 PAGE 1 OF 1 October 23, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 6 of 160 Page 5 of 7 L E H M E R • 5 1905 Market Street R Concord,CA 94520 CPh.�T�(ti�� 925.685.4481 Pax 925.685.8728 O j� O T www.lehm,ers.com BUICK CSMC: BAR N AROMOO1944 U.S.E.P.A.ID#CAL000302484 A Lehmer+s family tradition since 1928 **4***THANK YOU 5OR'YOUR PATRONAGE*********** ***R****YLEHMER'S CONCORD BUICK GMC***Xt "O' *"*WE STRIVE TO PROVIDE-THE BEST SERVICE,**** --SATISFACTION &VALUE IN THE'EAST BAY"" CELL: 925-383-0170 CUST.No. TAX EXEMPT NUMSER GLIST.P.0.No. SHIPVIA PAY SOLO BY INVOICEDATE • 11859.,• 226 CRED CD DEANNE NYBERG 07/02/18 244446 0 NICK@CENTRALSAN.ORG 925.-383-0170 e CENTRAL CONTRA COSTA SANITARY DIST H 925.383.0794 1266 'SPRINGBROOK -ROAD P 'BENNIE 'WALNUT CRE=EK, CA 94597 T WHEN IN 0 . 0 1GCEC19T64Z222477 QUANTITY DESCRIPTION f SHIP E3.0. PART NUMBER 1 0 19366694 HOSE 4.680 91465 SP-ORD 51.42 36.00 36.00 • v 8 g v SUBTOTAL 36.00 NOTICE`RETURN POLICY: A 35%handling charge will be made on parts returned for credit. No returns allowed orn.electrical or special ordered parts. TAX 3.15 No refunds after 5.days., No refunds without this invoice. " Notice to customer;Please read irnportant information on back. WE THANK yoUl FREIGHT- 0.00 CUSTOMER SIGNATIiflE RAY THIS MOUNT 39.15 ~ 10:44:52 CUSTOMER COPY *"DUPLICATE** NET504 PAGE 1 OF 1 October 23, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 7 of 160 Page 6 of 7 L E H M E R s 1905 Market Street!Concord,CA 94520 CO�T�nn 1� ph.925.685.4481 fax 925.685.8728 1� �JRD www.lehrners.com BUICK# GMS BAR#ARD00001944 U.S.E.P.A•ID Y CAL000202484 A Lehmer's family tradition since 1928 .LWY**ttt***"Y**kkkt*RiW*!t*tt**lWWWY****k*W*li **"**"THANK YOU FOR YOUR PATRONAGE*******""' ********"LEHMER'S CONCORD BUICK GMC'4******** ***WE STRIVE TO PROVIDE THE BEST SERVICE,"" "***"SATISFACTION &VALUE IN THE EAST BAY**** CELL: 925-383-0170 • •� •-NO. I SHIPVIA PAY • 11859 . - 226 CRED CD DEANNE NYBERG 07/02/18 244450 OLW 'NICKOCENTRALSAN.ORG •925-3830170 e CENTRAL ZONTRA COSTA SANITARY DIST H 1GCEC19T64Z222477 L 1266 SPRINGBROOK,ROAD a T:' -WALNUT- CREEK, CA 94597 T O ° DESCRIPTION Bill LIST NET AMOUNT -4 0 21012386 WASHER 4.681 Y 21 0,7& 0.55 2.20 a N SUBTOTAL 2.20 NOTICE RETURN PODGY: s A 35%handling oharge'will be made oh parts returned for credit. Noreturns allowed on eleotrical.or special ordered parts. TAX 0.18 No refunds after 5 days. s No refuntls withou4this Invoice• g Notice to customer.Please read important Information on back. WE THANK YOUI FREIGHT 0.00 GUST0M6R SIGNATURE• PAY THIS AMOUNT 2.39 JOA5-04 :CUSTOMER COPY "*DUPLICATE** NET504 PAGE 1 OF 1 • October 2a,-2018 Regular FINANCE Committee Meeting Agenda Packet- Page 8 of 160 Page 7 of 7 L E H M E a ' 5 1905 Market Street•Concord,CA 94520 CONCORD Ph.925.685.4481. Fax 925.b85.8728 www.lthmers.com BUICK CSM C= 13AR 0 ARDODOD1944 U.9.E.P.A.ID iP cAL000902464 q Lehiner's family tradition since 1928 _ w.a**xxxxxx*•++**xaxxs*•xw*xxxxxxxxx+***t*xxx ******THANK YOU FOR YOUR PATRONAGE**x*xx•*•** *********LEHMER'S CONCORD BUICK GMC********** ***WE STRIVE TO PROVIDE THE BEST SERVICE,"*** *****SATISFACTION &VALUE IN THE EAST BAY**** CELL: 925-383-0170 CLIST NO. 1 SHIP VIA PAY , By DATE , INVOICE 1.1859, 302 GRED. 0 CD MIKE LOPEZ 07/03/18 244481 NICKOCENTRALSAN.ORG 925-383-0170 B CENTRAL CONTRA COSTA SANXTARY DIST H VIN#1GC2CUEG6JZ239157 L 1266• SPRINGBROOK ROAD P L 'TWALNUT CREEK, CA. 94597 T 0 0. OLIANTITY PART NUMBER/DESCRIPTION LIST NET ANIOUNT - 1 0' 9597724 WHEEL 5.803 N SP-ORD 293.82 223.02 223.02 SHIPPEDO SPECIALORDERED 1 3 0 13516164 SENSOR 5.890 Y 30 60.00 42.00 126.00 SHIPPED 0 SPECIAL ORDERED 3 a O 59 N 5t SUBTOTAL 349.02 NOTICE RETURN POLICY A 35%handling charge will be made on parts returned for credit. Nor-tuirns allowed on electrical or special ordered parts. TAX 30.54 No refunds after 5 days. No refunds without this invoice. Notice to customer.Please read imponant information on back. WE THANK YOU! FREIGHT 0.00 cusrouER SUNATUPS PAY THIS AMOUNT 379.56 tb:45-27 CUSTOMER COPY ** DUPLICATE** NET504 PAGE 1 OF 1 ;. . October 23, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 9 of 160