DOCUMENT

POL - Best Practices - Procurement Card Usage 2002

  • YEAR CREATED: 2002
  • ENTITY TYPE: Authority: Transportation
  • TYPE OF DOCUMENT: POL - Policies/Procedures
This document provides information on three case studies related to the implementation and benefits of procurement card programs in different organizations. Case Study 1 focuses on the Missouri Department of Transportation (MoDOT) and their development of a step-by-step manual for cardholder training, application processes, and quality assurance practices. The manual was distributed among ten District Procurement Card Coordinators, who were responsible for training cardholders and submitting monitoring information. The program was designed to ensure accountability and reduce potential losses. The document highlights the benefits of the program, such as cost savings, reduced paperwork, and improved efficiency. Case Study 2 discusses the Metropolitan Atlanta Rapid Transit Authority (MARTA) and their implementation of a purchasing card program. The program aimed to reduce costs while providing enhanced customer service. The approval of top management was obtained, and a training program was implemented. The program resulted in a decrease in blanket purchase orders, empowering cardholders for micropurchases. The document mentions the cost savings achieved by the Authority through reduced processing costs and the use of wire transfers instead of checks. Case Study 3 focuses on the Fairfax County Government in Virginia and their procurement card program. The program aimed to provide a fast and cost-effective method for low-value procurements while maintaining financial controls. The county established a countywide procurement card program, integrating card transactions into the general ledger. The document mentions the challenges faced in implementing the program and the success of the pilot program. The program was rolled out countywide, and any county agency could participate. Card use is governed by a countywide policy and internal controls. The program offered cost and time savings while providing adequate financial controls. Overall, the document highlights the benefits of procurement card programs, such as cost savings, improved efficiency, reduced paperwork, enhanced customer service, and the ability to empower cardholders for micropurchases. The case studies demonstrate successful implementations in different organizations, including a state department, a transit authority, and a county government. The programs were designed to ensure accountability, maintain financial controls, and provide a fast and cost-effective method for low-value procurements.
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