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Council briefed on new municipal credit-card program and AP Essentials integration
Summary
Staff described plans to switch to a Bank of America municipal card program (aggregate $50,000 limit) and integrate card transactions with a new AP Essentials invoice system to reduce late fees and speed approvals; council discussed per-card limits, automatic ACH timing, and timelines for rollout.
City staff updated the council on plans to transition to a Bank of America municipal card program with a $50,000 aggregate limit and unlimited cards, combined with an online invoice workflow called AP Essentials to speed approvals and avoid recurring late fees.
The presiding officer explained the goal is to have charges entered into AP Essentials by the 8th of the month and approvals completed by the 15th so that an automatic ACH payment on the 25th can proceed without improper withdrawals. Staff said per-card limits can be set below the $50,000 aggregate limit and that the police department would continue to operate three active cards.
Finance staff said they will run training and administrative setup, and that staff plan to phase the program in over several weeks to confirm timing and workflow. Council members urged vigilance in department-head review windows to catch fraudulent charges before ACH processing.
The council did not take a formal vote on the program that night; staff said they will present paperwork for account opening and ask the council to sign when appropriate.
