Purchasing Card Advisory Committee July 23rd Meeting

Sixteen (16) committee members along with representatives from Travel & Card Services, and Office of Audit, Compliance and Privacy attended the second meeting of the purchasing card program advisory committee.

The committee members discussed the following business issues and card usage opportunities:

Business Issues

The following business issues were discussed in the committee meeting:

• The need for a clearer definition of what constitutes a meal being catered by an approved caterer (paid with PO) versus a meal that is being delivered by or picked up at the establishment (paid with purchasing card).
• A request to provide notification to School and Center Business Administrators when a delete cardholder form is received by the purchasing card administrator.
• The need to update and enhance the BEN Financials Commodity Matrix to better define purchasing card use by product and service.
• A request for feedback from the committee members regarding development of a new Travel & Card Services website.
• The request to enable the payment of utility and telecommunication bills with the purchasing card as well as the process to request a limit exception in order to make these high dollar payments.
• An update on the status of the pending Fleet Fuel Card Program with Wright Express.

Card Usage Opportunities

Committee members were informed of the following initiatives to expand the use and value of the purchasing card program:

• New process for preapproved and limited use of the purchasing card for bulk purchase of Septa tokens that will be announced on or about August 1, 2008.
• New process for preapproved and limited use of the purchasing card for purchases from eBay and related PayPal payments that will be announced on or about August 1, 2008.
• New and improved delete, new card application, and limit restriction forms that will be announced in early August 2008.
• The use of the purchasing card for hotel reservations at Club Quarters Philadelphia which was announced on June 29, 2008.

Next Committee Meeting

The next purchasing card advisory committee meeting will be held in October 2008. Please direct all questions regarding the advisory committee meeting minutes to Mark West in Travel & Card Services.