As our programs and outreach efforts grew, our only viable procurement option required staff to pay out-of-pocket for necessary supplies and spend a significant amount of time outside of the library on purchasing trips — time that would have been better spent serving the public. There were multiple difficulties in our purchasing processes, ranging from purchase authorizations to reimbursements for staff. The finance team pulled together a group of staff that were the largest purchasers to recommend the way forward.

Recognizing the need for major changes in purchasing processes, San Mateo County Libraries formed a Purchasing Solutions Committee of eight staff from various roles and departments to evaluate and recommend solutions that would save staff time and out-of-pocket expense, while also improving financial management and reducing paper use. The committee evaluated multiple options and identified a web-based purchasing system, an improved reimbursement solution and a virtual credit card.

The new purchasing process has succeeded by reducing out-of-pocket expenses by 42%. We will continue to decrease out-of-pocket spending by expanding the virtual credit card pilot in the coming year. The process has reduced finance staff time on processing reimbursements, resulting in improved purchasing oversight. The new process has increased staff time in libraries and saved money through increased bulk purchasing.