To: Board of Supervisors
From: Monica Nino, County Administrator
Report Title: APPROVE and AUTHORIZE the Purchasing Agent, or designee, on behalf of the County, to enroll in the Statewide Travel Program and establish a new procurement card related to travel pursuant to the STP.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, on behalf of the County, to enroll in the Department of General Services’ (DGS) Statewide Travel Program (STP) and establish a new procurement card related to travel pursuant to the STP.
FISCAL IMPACT:
There is no direct cost to enroll in the Statewide Travel Program (STP). The program is expected to generate cost savings through discounted rates and reduced administrative expenses. Participation in the STP requires enrollment in a new procurement card, specific to travel payment services.
BACKGROUND:
The Department of General Services (DGS), Statewide Travel Program (STP) provides efficient and cost-effective travel services to state and local government agencies. Participation in the STP offers several key advantages, including web-based travel booking for flights, car rentals, and lodging; low fees and discounted rates; centralized reporting; reduced out-of-pocket expenses for employees; integrated approval processes and controls; and systems-integrated policy enforcement. This program grants access to negotiated rates for transportation, lodging, and other travel-related expenses, ultimately reducing administrative burdens and financial costs for participating agencies.
Participation in the STP requires enrolling in the billing services provided by US Bank through a new procurement card program specific to travel-related expenses. The billing services include controls, direct bill travel, and payment methods to minimize fraud and misuse. Additionally, the program enhances efficiency through an online account management tool, reconciliations, and rebate incentives for prompt payments.
Some Contra Costa County employees are required to frequently travel for official business; however, the County’s travel booking is currently time-consuming and challenging to report on. A rough estimate for fiscal year 2023-2024 places countywide travel costs at just under $5 million annually. By enrolling in the STP, the County will be able to more efficiently book travel, strengthen controls, reduce costs and administrative burdens, and improve reporting for a more comprehensive view of travel-related expenditures.
The County Administrator’s Office, in partnership with the Auditor-Controller’s Office and the Purchasing Department, will oversee the application process and implementation to ensure a smooth transition for departments. The program will first be piloted with Employment and Human Services before potentially expanding to other County agencies. If authorized, staff will initiate the enrollment process, coordinate with program administrators, and provide guidance for county employees using the program.
CONSEQUENCE OF NEGATIVE ACTION:
If not approved, the County will continue to face challenges in managing travel, resulting in inefficiencies, higher administrative burdens, and missed opportunities for cost savings and improved oversight.