To: Board of Supervisors
From: County Administrative Office
Agenda Section: Consent
SUBJECT:
title
Update to CAL-Card Policy
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Adopt the updated CAL-Card Policy (Attachment 1).
Body
SOURCE OF FUNDING:
All county funds
DISCUSSION:
CAL-Card is the State of California's purchasing card program, and the county has adopted its use for authorized cardholders. The CAL-Card policy was adopted in 2009 and last revised in 2014. The attached CAL-Card policy revision clarifies roles and responsibilities for the Program Administrator (County Administrative Office), Designated Billing Office (Auditor-Controller), Approving Officials (department heads and/or designees), and Cardholders, as well as clarifications and improved processes around transaction limits, training and preventing late payments, among other changes. The most significant changes include:
* Clarifies that Designated Billing Office (DBO) will monthly distribute the Record of Orders forms showing monthly charges to each cardholder for reconciliation and will review those forms when returned.
* Cardholders must attend mandatory CAL-Card training at the first available scheduled session.
* In order to prevent late fees, DBO will charge the default budget unit that is included in each Cardholder's acknowledgement form when they sign up to receive a CAL-Card. When a Cardholder does not reconcile their monthly Record of Orders form in time, it presents processing issues. Therefore, using the default budget unit information allows payments to be made timely to pay CAL-Card balances.
* Transaction limits are set at $1,000 as a default, and Department Heads can request the Program Administrator to increase an individual Cardholder's limit, up to $10,000.
* The County Administrative Office-Purchasing Team, as the County Administrative Officer's designee serving as the Purchasing Agent, may purchase on behalf of another departme...
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