Quarterly Purchasing Card Administrators’ Meeting
Minutes
Tuesday, November 15, 2011 – 9:00-Noon
Winewood Office Center, Building 4
Facilitator: Michelle Oliver
Introductions
Special Presentation
 Oculus Scanning System – Darinda McLaughlin and Mary Quinsey, Department of
Environmental Protection (Presentation was emailed to Administrators on November
16, 2011, and will be posted to the PCard website.)
Outstanding Items
 ITN Update – No new information reported. (Please note: On November 17,
Department of Management Services released a “Notice of Agency Decision to
Withdraw and Reject All Responses.” According to the notice, the “Department
intends to re-solicit the Purchasing Card Services” contract.)
 National Association of Purchasing Card Professionals (NAPCP) Membership
Update – Marie has now joined the association as the primary member, and the
agencies can join as associates for $99. Currently, one associate has joined. Marie
has asked David Bennett (the PCard contract manager at DMS) if local participants
want to be included, but has not received a response yet.
 MRE Training – FLAIR Education provided two introductory classes in November. If
there is enough interest, another class will be scheduled for January. Once
everyone has been through the introductory class, FLAIR Education will attend our
quarterly meetings to present more advanced queries.
 Rep Letter – The previous letter has been revised and is currently being reviewed by
management. The Statewide Office is also revising the Agency Model Plan, and we
will be asking all agencies to update their plans to correspond with the new model
plan. Some agencies do not currently have a narrative plan, only the Excel
spreadsheet “checklist.” The Statewide Office would like for all agencies to have upto-date narrative plans and will phase in the agencies’ filing process to avoid a delay
in the review process.
New Items
 Approver Classes – FLAIR Education provides Approver classes monthly.
Personnel from the Statewide Office assist in the training and have noticed that
some attendees are not involved in the PCard process at all. The Statewide Office
asked the agencies to encourage actual PCard Approvers to attend the classes. Not
only do the classes cover the approval process in the PCM, they also discuss topics
such as allowability of purchases and the importance of the Approver’s role in the
process.
 Monitoring Reward Programs – During the charge review process, the Statewide
Office has noticed rewards being accrued at Best Buy, Winn Dixie, and Shopkick.
Participating in a rewards program is acceptable if the card is registered to the
agency and not to the cardholder personally. Any benefits received as a result of a
State expenditure should accrue to the State, not an individual. Cardholders are
acting as purchasing agents and should not benefit from a vendor doing business
with the State of Florida. Cardholders may choose a higher priced product if they are
receiving rewards. This topic led to discussion regarding hotel reward programs and
frequent flier miles. DFS will research further to determine if there is a policy
(CFOM, AAM, or AG Opinion) regarding this subject.
 Lost (Replacement) Receipt Forms – The Statewide Office has discovered that
some cardholders are routinely using Replacement Receipt forms. These forms can
be used to disguise the true nature of the purchase. Supervisors/approvers need to
monitor frequency, as they are the ones in the best position to recognize abuse.
When a Replacement Receipt form is used, the approver should verify the item(s)
listed on the form was what was ordered and received – the same process used
when a receipt is provided.
 Travel Agents (internal) – During the charge review process, the Statewide Office
has noticed cardholders using their PCard to make travel arrangements for other
people. In order for an agency “travel agent” to use a PCard for other people, the
agency’s PCard Plan must be amended and approved by the Statewide Office. The
Plan must ensure appropriate controls are in place. These types of transactions
have not been included in charge reviews, but most likely will be in the future.
 Quarterly Customer Satisfaction Survey – As part of DFS’ performance measure
review process, Customer Satisfaction Surveys will be sent to agencies quarterly.
The first surveys will be sent in the middle of December. Please forward the survey
to the back-up Administrator, if you choose. This is an opportunity to tell us how we
are doing – good or bad. Please complete and return the surveys each quarter.
 Issues Related to Reporting Fraud to Bank of America – Recently a couple of
agencies have had an outbreak of fraud on cardholders’ accounts. The
Administrators were able to find a possible link (vendor) to the fraud. The
cardholders whose cards were compromised had used the same vendor in recent
days before the fraud occurred. If you are able to find a connection, please
coordinate with Michelle Oliver (in the Statewide Office) to report to the bank. The
Statewide Office is linking the information to determine if any patterns exist across
multiple agencies.
 Reportcaster – The Statewide Office is currently testing Reportcaster to send out
routine reports, such as the 10-day Aging Report. Once testing is complete, the
Agency Administrators will automatically receive daily 10-day reports. The Statewide
Office will follow-up with emails to the Agency Administrators as necessary.
 Monitoring Transaction Limits and Card Usage – Bob Notman, Department of
Revenue (Presentation was emailed to Administrators on November 16, 2011, and
will be posted to the PCard website.)
 Questions/Other Discussion – No questions or further discussion was presented.