Quarterly Purchasing Card Administrators’ Meeting
Minutes
Wednesday, November 14, 2012 – 9:00-11:30
Winewood Office Center, Building 4
Facilitator: Marie Walker
Introductions
Special Presentation:
 Handling Confidential Information – Warren Braswell, DFS Information
Security Management Office
o Warren’s contact information:
Warren.Braswell@MyFloridaCFO.com
(850) 413-2209
(Presentation posted on the Purchasing Card Quarterly Meetings website.)
Ongoing Items
 Rep Letter/Plan Reviews – The Statewide Administrator’s Office has
reviewed all of the Rep Letters, noted possible issues, and will be contacting
the agency administrators with questions and concerns. The initial review of
the amended plans submitted with the Rep Letters has also been completed.
The Statewide Office will contact the administrators of the agencies that
submitted amended plans regarding the results of the reviews.
 Statewide Vendor File Update – The Statewide Administrator’s Office is
participating on a Statewide Vendor File work group with a number of
agencies who were invited to participate.
 Service Fees – Marie has researched the topic of service fees and
convenience fees. Florida Statute 501.0117 prohibits a seller from imposing
a surcharge, except under certain circumstances. F.S. 215.322 allows “an
agency or officer” to charge a convenience fee subject to some limitations.
The legal office at the Public Service Commission has been contacted
regarding the authority for utilities to charge a service charge. Marie plans to
make a recommendation to management.
 Large Card Files Reminder – Contact the Statewide Administrator’s Office a
couple of days before making changes to 100+ card records. The Statewide
Office will notify the technical representative at the bank of the large file, as
the bank will need to ensure staff is available for processing the file.
 PCard Website Reminder – Remember to utilize the Purchasing Card
website (https://flair.dbf.state.fl.us/iwpapps/pchome.shtml) and the
Purchasing Card Meetings website
(http://www.myfloridacfo.com/aadir/PurchasingCard/PCardMeetings.htm).
Both websites are good resources for the agency administrators.
New Items
 Bank of America Purchasing Card Contract Amendment No. 12 – The
amendment went into effect on November 1, 2012. The amendment included
Bank of America’s merger with FIA Card Services, N.A and modified the
rebate structure.
 Discipline Policies – Bob Notman requested that we include this topic in the
agenda; however, no discussion was made.
 NAPCP Membership – The Statewide Administrator’s Office has a primary
membership that allows for the agencies to join as associates for $99. Marie
provided NAPCP with the email addresses of the agency administrators and
invitations were sent to the agencies.
 Overrides for Limits – There has been confusion regarding this issue. Marie
discussed it with Mark and a decision was made that the Agency
Administrators can work with Jane Ritter at BOA directly to override limits. An
email was sent to Jane to authorize the policy change.
 MCC/MCCG Update Project – Michelle Oliver, DFS
The Statewide Administrator’s Office has received an updated MCC list from
the bank and it includes new MCCs - some of which need to be prohibited
from use. In the near future, the Statewide Office will be emailing the updated
list to the Agency Administrators. The Agency Administrators will need to
modify their MCCGs in the PCM and with the bank. As always, the Statewide
Office will need to approve the changes before the change request is sent to
the bank.
PCard Basics – Presentations
(Presentations are posted on the Purchasing Card Quarterly Meetings website.)
 Lost Receipts Monitoring – Mary Quinsey, DEP
 Third Party Payers/Vendors – Michelle Oliver, DFS
 Ordering Replacement Cards – Erica Catledge, DFS
Final Item
Marie Walker announced that she will be taking a position at the Department of
Revenue, as the Director of Auditing in the Inspector General’s Office. Her last
day at DFS will be November 21, 2012.