Show Me the Money

By Susan Benson

State of Maine credit card holders: are you tired of filling out those procurement card logs listing where you purchased an item and why? Well, change is in the air for Department of Conservation (DOC) credit card holders; and Management Analyst Barbara Kimball's work life is a whole lot easier as a result! What’s happening?

During March, the DOC and Department of Administration and Financial Services (DAFS) launched a pilot project to replace existing procurement cards with a new First USA Bank Card. The new card dramatically reduces record keeping responsibilities for both card holders and accounting personnel by using the Internet. A division of First USA called Paymentech has created software which will enable card holders to access Paymentech’s web site (www.paymentech.com) to reconcile monthly expenses after entering a user ID and password.

Barbara noted that nothing else will change regarding the card. "Card holders will have the same limits of $500 per transaction and a $2,500 ceiling each billing cycle," she said. If you do not have Internet access, there's no need to worry. Provisions will be made. Barbara further says, "I'm very glad to see the old card go. This will eliminate me having to fax close to 125 statements each month to DOC employees." This new card not only reduces paper use, but also the time spent on reconciling records. Currently Barbara spends one week every month inspecting each transaction and assuring that purchases are coded correctly. Now she estimates the entire process will take one day of her time monthly!

When the cards are released to all state agencies, Barbara will serve as a statewide contact for employees. Training in the use of the new cards was held for DOC card holders during March, and First USA will conduct additional training as the pilot is expanded to other state agencies.

Susan Benson works at the Maine Department of Conservation as the director of information promoting the programs and services of the agency. Each fall, she creates and updates the Fall Foliage Web site, and appears on TV and radio each week. She may be contacted by e-mailing susan.benson@state.me.us.