Meeting Type: BCC Regular Meeting
Meeting Date: 4/7/2026
Item Status: New
From: Tara Hazelbaker, Director of Finance
Submitted by: Tara Hazelbaker, Director of Finance
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ITEM TITLE
Title
Adoption of Baldwin County Commission Policy #8.26 - Purchasing Card (P-Card) Program
End
STAFF RECOMMENDATION
Recommendation
Adopt Baldwin County Commission Policy #8.26 - Purchasing Card (P‑Card) Program.
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BACKGROUND INFORMATION
Background: The Finance & Accounting Department has developed a comprehensive Purchasing Card (P‑Card) Program Policy to support operational efficiency, strengthen internal controls, and modernize purchasing practices across County departments.
The proposed P‑Card Program establishes standardized procedures for card issuance, usage, documentation, reconciliation, and oversight. It incorporates statutory requirements under Alabama Code §§ 11‑3‑61 and 11‑3‑62, competitive procurement laws, and applicable ethics provisions. The policy also defines MCC (Merchant Category Code) profiles, spending limits, cardholder responsibilities, and departmental oversight expectations.
The program is designed to streamline low‑dollar and time‑sensitive purchases, reduce reliance on open purchase orders, and improve transparency and accountability in County purchasing activities. Adoption of this policy is required prior to initiating pilot testing and full implementation.
Previous Commission action/date: N/A - This is a new policy, not a revision of any prior policy.
FINANCIAL IMPACT
Total cost of recommendation: N/A - No direct financial impact. The program is expected to reduce administrative burden and improve purchasing efficiency.
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: Administration
Action required (list contact persons/addresses if documents are to be mailed or emailed): Admin: Upload Purchasing Card (P-Card) Program Policy #8.26 and follow policy update procedures.
Additional instructions/notes: N/A