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Catoosa County staff outline plan to explore district purchasing card program
Summary
District finance staff briefed the board on exploring a purchasing card (P‑card) pilot to ease vendor payments and subscriptions; staff will return with a tiered pilot plan and internal controls.
District staff presented an exploratory plan on Feb. 4 to start a purchasing card (P‑card) program to streamline payments to vendors that no longer accept purchase orders or paper checks. No board vote was taken; staff said they will return with a more detailed pilot proposal.
Why it matters: A P‑card program can reduce reimbursement burdens, speed payments to vendors (including technology subscriptions and professional development registration) and enable the district to use its tax-exempt status for certain purchases. Staff emphasized internal controls and audit requirements as part of any rollout.
Austin (district finance lead) explained the program’s purpose and the safeguards staff would use, such as merchant-category-code restrictions, real-time alerts, adjustable single-transaction and monthly limits, and approval workflows. He told the board the district’s financial partner indicated no direct cost to the district for the program and that other Georgia school systems have implemented similar programs.
Board members asked about scope and rollout. Questions and staff responses included:
- Whether principals or departments would receive individual cards: staff said an initial, conservative rollout would assign cards at the department level and consider school-level cards later after a pilot and internal-control testing.
- Audit and reporting requirements: staff noted the Georgia Department of Audited Accounts requires specific documentation and reporting for card programs; the district would follow established audit protocols.
- Examples of likely early uses: technology subscription renewals, instructional tool licenses and vendor payments that require electronic payment.
Next steps: Staff will return with a tiered pilot plan outlining controls, approval workflows and audit documentation required for a limited initial rollout. The board requested the proposal include safeguards, approval steps, and a description of how accounting and bank flows would be managed.
Ending: The board expressed general openness to explore the program; no formal motion was made at the meeting.
