Commissioners Court Meeting

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Meeting Date:	10/24/2016
Credit card authorization
Submitted for:	Joe Lopez	Submitted By:	Joe Lopez
Department:	Purchasing

Subject:

Discussion and possible action to authorize a bank signatory agreement with International Bank of Commerce (IBC) for the issuance of One credit card to procure goods or services that do not accept purchase orders or checks; the Purchasing Agent would be assigned as the custodian of the credit card and Commissioner Court approval would be required prior to use per transaction and authorizing the County Judge to sign all relevant documents; and any other matters incident thereto.

Issue: Employees at times use there own credit cards to purchase work related items and request reimbursement. Purchases are made by employee since Vendor does not accept any purchase orders or checks. Mainly online purchase such as domain addressees for MIS use, reservation of airline tickets, hotel or other uses that may require a credit card prior to making purchase.

Solution: Authorize Purchasing Agent to secure one credit card through the County's financial institution; International Bank of Commerce. Similar to the credit cards currently issued to the Sheriff's Office for transportation of inmates.

Result: Employees will no longer have to use their personal credit cards for County business. Use of credit card will require Commissioner Court approval prior to Purchasing Agent releasing card for County related expense.

Background:

Seeking authorization from Commissioner Court to secure one credit card for County business for transactions that require a credit card in order to make authorized reservations and/or purchase that require a credit card and vendor does not accept purchase orders or checks.

Purchasing Agent would serve as custodian of card and will not release the use of card until Department secures Court approval first.

Previous Court Action:

None

Fiscal Impact

Budget Account Number:	Dept accounts
Funding Source:	Dept accounts
Balance:	Dept balances
Financial Impact:
Use of credit card will be limited and must be authorized by Commissioners Court prior to use. Fiscal impact will depend on number of requests approved by Commissioners Court and must have sufficient funding in their respective accounts(s).