Purchasing Card Program

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Program Overview

The City of Middletown Purchasing Card is a new procurement and payment tool that encourages efficiency without sacrificing managerial control.

The Purchasing Card Program eliminates purchase orders as the primary method for purchasing small-dollar merchandise, and replaces them with credit cards.  Employees approved by administrators in both their department and the Finance Department receive City-registered MasterCards, provided by Fifth Third Bank of Cincinnati, Ohio.  These employees are empowered to use their p-cards to purchase job-related merchandise on behalf of the City of Middletown.

Each individual card is limited as to where, when, and how it is used.  Each card is assigned a unique credit line based on the cardholder’s job duties and anticipated purchases.  Cards are also prohibited from certain activities, including gambling and ATM access.

Advanced software allows City administrators to monitor and evaluate cardholder activity.  Smart Data Online (“SDOL”), an internet-based reporting tool, allows managers in participating departments and in the Finance Department to view and manipulate p-card transactions.  Smart Data Online also enables City staff to run reports, track activity, and export data for further analysis.

The p-card program’s goal is to utilize electronic processing to reduce or eliminate certain types of paper-based processing—including many purchase orders and receiving reports—thereby saving City employees time and effort.

The p-card is used just like a normal MasterCard.  Any merchant that currently accepts MasterCard can accept the City of Middletown Purchasing Card.  If you are a merchant interested in learning how to accept MasterCard, please click here.

This page will be occasionally updated to reflect improvements and changes in the City of Middletown’s p-card program.  Check back periodically for updates!

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Purchasing Card Manuals

Many of the attached documents (links) are attached in .pdf format and can be viewed in Adobe Acrobat Reader.  If you do not have this application, click on the following image for this free Adobe software product. 

 

Cardholder Manual	Instructs cardholders on how to use their p-cards.
Department  Manual	Instructs department-level staff on how to manage their department's  p-card activity.
SDOL Sample Reports	Summary of Smart Data Online reporting options.
Billing Cycle and Payment Schedule	Includes cycle open and close dates, review periods, and relevant deadlines through December 2008.
P-Card Travel Policy Memo	Includes instructions to cardholders for arranging work-related travel using their p-cards.

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Purchasing Card Forms

Many of the attached documents (links) are attached in .pdf format and can be viewed in Adobe Acrobat Reader.  If you do not have this application, click on the following image for this free Adobe software product. 

 

Cardholder Application	Use this form to apply for a City of Middletown p-card.
Limit Change Request	Use this form to request changes to the activity and spending limits on your p-card.
Lack-of-Documentation Waiver	Use this form in lieu of documentation for a p-card transaction (i.e., cardholder is unable to submit a receipt).
Authorization for Payment	Use this form to submit reviewed and reconciled p-card activity to the Finance Department for payment.
Request for P-Card Travel Expenses	Use this form to request approval for travel arrangements to be made using  your p-card.

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Contact Fifth Third Bank

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   Contact the Program Administrator

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