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SPOTS (Small Purchase Order Transaction System)
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The Small Purchase Order Transaction System (SPOTS) is a joint effort between the State Controller´s Division and the State Services Division, Procurement Office, to provide state government with a low cost way of purchasing and paying for small purchases. We maintain an agreement with US Bank that provides state agencies with the ability to issue VISA Corporate Purchase cards to state employees.
Using a Corporate Purchasing card for small purchases saves your employees time and effort in purchasing, accounting, and payment processes. For example, the private sector estimates it costs anywhere from $50 to $300 to process the standard purchase order (PO).
Using a purchase card for the same transaction minimizes this cost. Early adopters frequently tell us of their ability to consolidate 10 to 15 transactions per month per issued card resulting in one monthly card payment to the bank; thereby saving the cost of 10 to 15 checks to 10 to 15 different vendors per card per month. Some agencies even consolidate numerous monthly card payments into one payment per month.
Employees report back that they like the convenience of the card and feel empowered to speed public services and provide better customer service to taxpayers and suppliers.
State purchasing card (SPOTS) policies are located in 55.30.00 (pdf) of the Oregon Accounting Manual. Agencies may ask any price agreement contractor if they will accept credit cards. If they do, the products purchased with the credit card must be at the same price, terms and conditions as those listed in the price agreements document.
Agencies can download spend information as well as monthly card statements from US Bank's web based system.
For additional information or to find out how you can obtain the services of SPOTS, please contact Joy Sebastian at Statewide Financial Management Systems (SFMS) (503) 373-0170.
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