Procurement

​Duties and responsibilities

SPOTS card holder duties

State P-card of Oregon Transaction System​ - aka procurement card or P-card

  1. NOTE: Even though a disaster has been declared, the card holder must comply with the same documentation requirements applicable to all purchase transactions (e.g. receipts, supplier invoices) while utilizing the SPOTS card. 
  2. If contacted by a buyer during a declared disaster and your card has sufficient funds available, call supplier and provide card information. 
  3. If the card does not have sufficient funds and the card holder has the ability. 
  4. Gets documentation from supplier and ensures that the buyer also has a copy of the invoice and any packing slips. 
  5. Gets information from buyer so card holder can track on required documentation.

Finance supervisor duties

  1. ​Acts as the liaison between the Emergency Coordination Center (ECC) or individual Agency Operations Centers (AOC) and the coordinating agency for financial matters. 
  2. Manages all financial aspects of the incident. 
  3. Works with coordinating agency to ensure proper procurement and financial staffing is available to meet need. 
  4. Initiates communication plan to ensure continuity of information flow between parties and that all documentation follows requirements. Briefs all subordinates on all incident related finance issues needing attention and/or follow up. 
  5. Ensures all personnel time records are accurate and returned to appropriate personnel within the coordinating agency and sent to their home agency. 
  6. Ensures all procurement records are properly prepared, completed, and returned to appropriate personnel within the coordinating agency. 
  7. Provide financial/cost updates for the incident as requested.​​​