900 E. Broad St., Room 1104
Richmond, VA
23219 USA
P-card Progress
On April 30, 2025, Mayor Danny Avula announced a p-card reset. The total number of p-cards held by City employees was reduced from 320 to 67, and the Department of Procurement Services began implementing changes to p-card procedures recommended by both the Office of the City Auditor and the National Institute of Government Purchasing. See below for status updates.
Updated May TK, 2025.
Updates
Tracker
Done!
Staffing: Hired p-card supervisor. Start date: Dec. 2, 2024.
Done!
P-card Reset: Planning & preparation.
Done!
Restrictions: New Merchant Category Code (MCC) restrictions created with Bank of America.
Done!
P-card Reset Announcement: CardHolders and Approvers notified.
Done!
Department Directors Announcement: Realignment of department director responsibilities.
Done!
P-card Reduction: On May 9, 2025, the number of City p-cards were reduced from 320 to 67.
In progress
P-card Program Strengthening Activities: On-going efforts to evaluate and identify weaknesses and gaps, then implement corrective actions and improvements to the p-card program.
In progress
Card Provider: Evaluate and consider moving the City p-card program to an alternate provider.
In progress
Vendors: Investigate third party tools that review and conduct business validation of City vendors.
In progress
P-card Team Recruitment: P-card Management Analyst position posted May 13, 2025. Closed May 27, 2025.
In progress
P-card Program Assessment: P-card program assessment conducted by National Institute of Government Purchasing (NIGP). Following the assessment, the Department of Procurement Services will incorporate program and policy recommendations that align with program goals.
In progress
Internal controls assessment: Conducted by Brown and Edwards. Following the assessment, the Department of Procurement Services will incorporate recommendations that align with program goals.
In progress
Travel Policy: An updated p-card travel policy is under review by the Department of Finance policy advisor.
In progress
Discretionary Spend Policy: An updated p-card discretionary spend policy is under review by the Department of Human Resources policy advisor.
In progress
Rebate: Create an internal Department of Procurement Services process for leveraging revenue opportunities for p-card program and rebate structure.
In progress
Transaction Approvers: The Department of Procurement Services will no longer act as "Approver" for other departments.
In progress
MCC Restrictions: Create new spend profiles with newly created MCC restrictions for food and travel.
In progress
Monitoring: Reviewing incoming transactions for adherence to P-card Reset guidance.
Not yet started
P-card Policy No. 15: Strengthening policy to include Office of the City Auditor’s recommendations.
Not yet started
Training: Update p-card training materials to reflect updated Policy No. 15. Updated training is required for all new cardholders and approvers and annually for all participants.
Not yet started
Violation Tracker: Create and implement methods of tracking violations, notifications, and corrective actions.
Not yet started
Contract Spend: Check with card provider about creating an extra field in Works to possibly capture contract or agreement numbers.
