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DHS news release

Sept. 29, 2005

 

Contact: Trish Neiworth, DHS Public Affairs, (503) 945-5922

Technical contacts: Mickey Serice, DHS Children, Adults, and Families (503) 945-5687

 

DHS to implement stricter management controls on use of SPOTS cards purchases in response to recent Oregon Audits Division review

 


 

The Oregon Department of Human Services is implementing stricter management controls over use of the Small Purchase Order Transaction System (SPOTS) to provide more oversight of the cards, officials announced today.

 

DHS moved to the VISA card-based purchasing system seven years ago to increase department efficiency, reduce staff costs, and eliminate processing thousands of vendor invoices each month. The vast majority of purchasing through SPOTS is for administrative support payments like office supplies, equipment, utilities, and other related items. The cards are also used for program purchases.

 

A recent review by the Oregon Audits Division found a handful of questionable expenditures made using the SPOTS program in 2004. The department is in the process of reviewing all expenditures in question -- and the cases they relate to -- in order to take corrective action, if appropriate.

 

"Although more than 98 percent of the transactions that the Secretary of State's office reviewed raised no question, there are a handful that are not acceptable," said DHS Interim Director Bryan Johnston. "We have implemented management actions to ensure we have stricter oversight over the use of these SPOTS cards."

 

The management actions include:

  • A pre-approval process for expenditures to be made through SPOTS;
  • All managers required to take SPOTS and resource management training; and
  • State staff required to adhere to Oregon Accounting Manual guidelines that disallow certain expenditures.

 

The department cooperated in the review and is making these changes in agency processes in coordination with the Department of Administrative Services (DAS) and state controllers.