Purchasing Card (p-card)

FAQs

What is the City of Daytona Beach Purchasing Card (P-Card) Program?

The P-Card program is designed to improve efficiency when purchasing low-dollar goods and services from vendors that accept Visa. It allows authorized employees to purchase approved items directly, rather than using Field Purchase Orders (FPOs) or traditional Purchase Orders.

What is the main purpose of a P-Card?

To provide a fast, cost-effective way to purchase and pay for goods and services not exceeding $3,000 per purchase and to reduce administrative time for low-dollar transactions.

Do employees receive training when a P-Card is issued?

Yes, the P-Card program’s parameters and user responsibilities are reviewed when a card is issued.

Who oversees the P-Card program?

The Purchasing Card Administrator (Purchasing Agent) coordinates issuance, policy issues, disputes and internal controls. Departments also have specific responsibilities for oversight and reconciliation.

What can a P-Card be used to purchase?

For city-authorized purchases of approved commodities and services that do not exceed the Single Transaction Limit and comply with the policy and a department’s additional controls.

What are the standard spending limits?

Single Transaction Limit (STL): Up to $3,000 (or less, as set by the department director)
Monthly Credit Limit: Up to $25,000 (or less, as set by the department director)

Can a purchase be split across multiple transactions to stay under the $3,000 limit?

No. Splitting purchases to avoid the single transaction limit is prohibited and considered abuse. It may result in the revocation of P-Card privileges and disciplinary action.

Is sales tax paid when a P-Card is used?

No. The city is exempt from State of Florida sales tax and generally from other states’ taxes.

Who authorizes and approves P-Card purchases?

Individual department supervisors and/or account clerks have oversight and approval authority of purchases and are responsible for reconciling statements with itemized receipts. The documentation is then sent to the Finance department for processing.

How often are P-Card transactions reviewed?

Department Account Clerks review transactions regularly, and reconciliation is expected to be completed by the 30th of the current month.

Can I use the P-Card for travel expenses?

Yes, but only if specifically authorized on an approved travel voucher that clearly indicates which expenses will be charged to the P-Card.

Which travel expenses can be charged to the P-Card?

With an approved Travel Voucher and temporary authorization, the P-Card may be used for:

Registration
Airfare and baggage fees
Hotel Parking
Shuttles/taxis
Car rental (from select vendors)
Fuel (for travel use as authorized)

Recent Media: Expanded Context

Recent media stories about city purchasing card (P-Card) transactions raised understandable questions about how public funds are used. However, the information presented lacked crucial context, leading to incorrect conclusions about waste or abuse. The report listed vendors and dollar amounts without explaining why the purchases were made, how they were funded or how they benefited residents, implying personal or wasteful spending. When the full context is provided, each of the highlighted transactions is shown to be legitimate, compliant with the city’s P-Card policy and directly tied to public programs and services. Below is additional information on several of the specific purchases highlighted.

SeaWorld: $12,851

This charge supported the end-of-year trip for youth in the city’s summer camps.

Each camper paid the city $40, totaling $10,626.51, which was deposited back into the department’s expenditure budget to offset the cost of the trip.
An additional $1,281 from the Neighborhood Services department helped sponsor “Hope Kids,” low-income children who could not otherwise afford to participate.
The remaining $907.90 covered trip expenses for Parks & Recreation summer camp staff who were required to supervise the children.

All costs were tied to a structured, established city program for youth and were processed in accordance with city policy.

Krispy Kreme: $37.72

This purchase covered refreshments for a regularly scheduled Parks & Recreation Advisory Board meeting, held monthly on the second Thursday, from 9 to 10 a.m.

The department is responsible for providing coffee and doughnuts for board members.
The Advisory Board is composed of resident volunteers who review key projects and make recommendations to the City Commission.

This small expense supports citizen participation and engagement in city decision-making.

Walmart: $829.66

The Walmart purchase was for prizes and supplies for the Senior Oasis Annual Games, a popular recreation program for older adults.

Funding for these items came from the Neighborhood Services department to support the event.
Additional sponsors provided meals and donated gift cards for participants.
The funds were properly recorded in the Parks and Recreation Midtown Senior Oasis account through a journal entry.

These expenditures directly supported a city-sponsored event that promotes health, wellness and social interaction for seniors.

Oakley Sunglasses: $300

The Oakley sunglasses were purchased using a City of Daytona Beach purchasing card for inventory, not for employee use.

Multiple pairs were acquired as retail stock for resale in the Halifax Harbor Marina ship store.
This purchase aligns with efforts to improve visitor amenities and generate revenue through marina operations.

The expense was a standard inventory purchase that supports the marina’s business model.

Hilton Hotel, Fort Lauderdale: $1,170

This charge covered the Marina Manager’s attendance at the Annual Marina Industries (AMI) Conference and Expo in Fort Lauderdale.

The total included hotel accommodations and parking for the conference.
Under the city’s agreement with F3 Marina, the management company must operate within the budget approved by the City Commission and spend only within designated categories.
For Fiscal Year 2024, the City Commission approved $5,000 for Travel and Per Diem and $5,000 for education and training for the marina.

This is a budgeted professional development expense intended to strengthen marina operations and customer service.

De-Stress Webinar: $108

The $108 charge covered three city employees attending a professional development webinar on managing stress and work-life balance, at a cost of $36 per person.

The department director approved the training primarily to support two employees who were experiencing challenges in their working relationship.
The webinar focused on practical tools for stress management, communication and achieving a healthier work-life balance.
The City of Daytona Beach actively supports employee development and well-being, recognizing that investing in training helps employees work together more effectively.

By participating in this webinar, the employees gained insights and strategies that not only helped them individually but also contributed to a more positive, collaborative workplace environment.

5.11 Tactical

Purchases from this vendor are primarily for approved duty attire for public safety personnel. The garments are durable, professional in appearance and consistent with industry standards for law enforcement and fire personnel.

The city is required to provide uniforms to public safety employees at the time of hire and to furnish replacement garments as needed.

Standardized uniforms are essential to ensure employees are easily identifiable to the public, maintain a consistent and professional image and meet safety, functionality and compliance expectations associated with their duties.