West Virginia

case studies
west virginia
ecosystem
city administration
solution
efficiency optimization

State of West Virginia implements state purchasing card program

Switch from paper-based processes improves efficiency and relationships with suppliers

As a result, we have elevated the card program to new levels of efficiency and now run one of the most progressive, successful payment programs in the country.
— Glen B. Gainer III, State Auditor, State of West Virginia

The challenge

The State of West Virginia used to operate a paper-based procurement process to source goods and services.

This process was inefficient and required considerable resources to be deployed by audit and support functions, while also making it harder to negotiate the best possible terms with suppliers.

Delayed processing of paper-based payments led to calls from vendors for electronic payments.

The solution

Working with the West Virginia State Auditor's Office, Citi analyzed the strengths and weaknesses of the existing process before implementing a State Purchasing Card Program. At the same time, analysis of departmental spending patterns helped to identify which high- volume merchants should be the first to start accepting payment by card.

Ensuring acceptance of the new system, by the State's many agencies, boards and commissions, was a challenge. To this end, cardholder training was carried out across all agencies to promote purchasing cards as the main tool for all small transactions.

The result

West Virginia's new solution has led to substantial cost savings while improving relationships with vendors. Accountability for purchases by state employees is now also easier to establish.

"Citi's analysis of the State's existing program allowed us to capitalize on our strengths and improve our weaknesses," said Glen B. Gainer III, State Auditor, State of West Virginia. "As a result, we have elevated the card program to new levels of efficiency and now run one of the most progressive, successful payment programs in the country."