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Committee orders purchasing training and seeks P-card limits review
Summary
The committee instructed finance to deliver purchasing training for departments with purchase-order exceptions, planned annual October training and asked for a September report recommending P-card base limits and oversight procedures.
The Sumner County Budget Committee directed the finance director to convene training on purchase-order rules for any department that had PO exceptions during the fiscal year, set October as the target for annual training and asked finance to return in September with a report on P-card controls and recommended limits.
Committee members described continuing PO exceptions across departments and said the root cause appeared to be complexity and lack of awareness, not willful noncompliance. One member proposed a one-page flowchart and annual training to reduce mistakes.
On P-card limits, committee members discussed setting a base monthly limit of $2,500 for most cards and using historical averages to identify departments or cardholders that require higher limits for routine purchases. Finance staff said they would analyze six-month rolling averages and propose tiered limits and approval processes to the committee in September.
The committee approved an October training plan and asked finance to require departments with repeated PO exceptions to send a staff member to training. Committee members emphasized that changes should preserve operational flexibility for urgent procurements while improving oversight and compliance.
