Oregon Spot
Statewide Policy
OREGON ACCOUNTING MANUAL
SUBJECT:
Number:
DIVISION:
State Controller’s Division
Chapter:
Other Programs
Part:
55.30.00
SPOTS Card Program
APPROVED: Joy Sebastian, Acting State Controller
Effective Date:
June 30, 2012
Signature on file at SCD
PURPOSE:
This policy outlines the minimum standards for processing purchasing transactions using the Small Purchase Order Transaction System (SPOTS) card.
AUTHORITY:
ORS Chapter 291
ORS Chapter 293
APPLICABILITY:
This policy applies to all Executive Branch agencies that participate in the SPOTS card program. Agencies in other branches of government and separate constitutional agencies may participate in the SPOTS card program if they adopt rules and policies substantially similar to the guidelines in this policy.
This policy does not apply to state government’s corporate travel card.
Two entities of the Department of Administrative Services (DAS) have responsibility for the SPOTS card program: the State Controller’s Division (SCD) and State Procurement Office (SPO). SCD will issue overall policy guidance, coordinate with participating agencies and the card provider, and assist agencies in establishing their SPOTS card programs. SPO will negotiate, prepare, and sign the Master Agreement with the contracted bank (Bank).
DEFINITIONS:
The SPOTS card is a state-sponsored credit card that agencies may use to procure goods and services. The SPOTS card program saves the state time and money because the Bank and merchants process most of the paperwork. This reduces the need for agencies to issue purchase orders or to rely on petty cash funds. The SPOTS card program and the travel card program are “no card fee” programs that the Bank combines for rebate purposes. An annual rebate is calculated by pooling all transactions from the Oregon University System, participating counties, cities, districts, and state agencies.
Consistent with OAM
OREGON ACCOUNTING MANUAL
SUBJECT:
Number:
DIVISION:
State Controller’s Division
Chapter:
Other Programs
Part:
55.30.00
SPOTS Card Program
APPROVED: Joy Sebastian, Acting State Controller
Effective Date:
June 30, 2012
Signature on file at SCD
PURPOSE:
This policy outlines the minimum standards for processing purchasing transactions using the Small Purchase Order Transaction System (SPOTS) card.
AUTHORITY:
ORS Chapter 291
ORS Chapter 293
APPLICABILITY:
This policy applies to all Executive Branch agencies that participate in the SPOTS card program. Agencies in other branches of government and separate constitutional agencies may participate in the SPOTS card program if they adopt rules and policies substantially similar to the guidelines in this policy.
This policy does not apply to state government’s corporate travel card.
Two entities of the Department of Administrative Services (DAS) have responsibility for the SPOTS card program: the State Controller’s Division (SCD) and State Procurement Office (SPO). SCD will issue overall policy guidance, coordinate with participating agencies and the card provider, and assist agencies in establishing their SPOTS card programs. SPO will negotiate, prepare, and sign the Master Agreement with the contracted bank (Bank).
DEFINITIONS:
The SPOTS card is a state-sponsored credit card that agencies may use to procure goods and services. The SPOTS card program saves the state time and money because the Bank and merchants process most of the paperwork. This reduces the need for agencies to issue purchase orders or to rely on petty cash funds. The SPOTS card program and the travel card program are “no card fee” programs that the Bank combines for rebate purposes. An annual rebate is calculated by pooling all transactions from the Oregon University System, participating counties, cities, districts, and state agencies.
Consistent with OAM