A Purchasing Card is a city-issued credit card used by authorized employees to make approved purchases necessary for city operations. The program allows departments to efficiently purchase low-dollar goods and services while maintaining proper oversight and documentation
Purchasing Card (P-Card) Transactions & Receipts
The City of Kyle is committed to transparency and responsible stewardship of public funds. This page provides public access to monthly Purchasing Card (P-Card) transaction reports and supporting receipts.
Purchasing Cards are issued to authorized City employees to facilitate approved, low dollar purchases necessary to conduct City business. The P-Card program helps improve efficiency by reducing the administrative time required for small purchases while maintaining strict oversight and documentation requirements.
To support transparency, the city publishes monthly statements and associated receipts for purchases made using City P-Cards. Records are organized by month and year and are updated regularly following the monthly reconciliation process.
P-Card Monthly Statements & Receipt
The files at the link below contain monthly Purchasing Card transaction reports and associated receipts submitted by departments.
Understanding the Information
Each monthly statement includes details about purchases made using City Purchasing Cards. The transaction date reflects when the purchase was processed by the card provider. The vendor identifies the merchant or service provider where the purchase occurred, and the department indicates which City department made the purchase. The amount shows the total charge for the transaction.
An itemized receipt or supporting documentation is also included along with a business purpose to show what was purchased and why. In some cases, receipts may be redacted to remove sensitive information such as credit card numbers or personal information.
Occasionally, transactions may also include refunds, credits, or adjustments when a vendor corrects or reverses a charge. If additional documentation is received after the initial posting, the records may be updated in future monthly postings.
P-Card Frequently Asked Questions (FAQ)
What is a Purchasing Card (P-Card)?
Why does the city use Purchasing Cards?
Purchasing Cards help streamline procurement for routine purchases, reducing administrative costs associated with purchase orders while maintaining accountability through required receipts, reconciliation, and oversight.
How often are P-Card transactions posted?
Transaction reports and receipts are posted monthly after departments complete reconciliation, and the Finance Department processes the monthly statement.
Who is allowed to have a City Purchasing Card?
Only employees whose job responsibilities require purchasing goods or services for city operations may be issued a card. Cardholders must adhere to all city purchasing policies and procedures.
Can Purchasing Cards be used for personal purchases?
No. Purchasing Cards are strictly for official city business. Personal purchases are prohibited even if the employee intends to reimburse the city later.
Why might a receipt be missing or redacted?
Receipts may be redacted to remove sensitive information. In some cases, a receipt may not be available at the time of posting but may be added later once documentation is submitted.
What happens if a Purchasing Card is used improperly?
Improper use may result in disciplinary action, reimbursement requirements, or revocation of the cardholder’s privileges in accordance with City policy.
How can I request additional records?
If you cannot locate a specific record on this page, you may submit a request through the City’s Public Information Request process.
Visit the City Secretary’s Office page to submit an open records request.
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