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Finance committee recommends new purchasing-card policy to BOMA, citing efficiency and controls
Summary
Resolution 2025-45, which would establish a purchasing-card (P-card) program under a statewide US Bank contract and replace an antiquated shared-card process, was forwarded to BOMA with a positive recommendation after staff described training, limits, and internal controls.
The Hendersonville Finance Committee voted to forward Resolution 2025-45 to the Board of Mayor and Aldermen with a positive recommendation. The resolution would formalize a P-card program intended to replace the city’s older shared-credit-card practice.
Finance director Cameron Anderson described the P-card system as a modernization that will allow “limits for individual cardholders,” immediate online deactivation, and role-based controls. Anderson said the city will use a statewide US Bank contract for the program, expects no implementation cost to the city, and anticipates potential rebates based on spend.
Staff said finance will set final limits based on department recommendations and will monitor the program in its first year to adjust limits and controls. The policy will include training for cardholders, documentation requirements for receipts and itemized charges, and disciplinary steps for misuse ranging up to termination for personal purchases.
Committee members said the program should reduce staff time reconciling multiple small credit arrangements and allow the city to close many vendor lines of credit. The resolution will go to BOMA for final approval and implementation planning.
