Digital Spend Management Platform

The Vendor is required to provide to procure a secure digital spend-management and controlled purchasing platform that allows eligible participants in the agency program to directly purchase approved goods and services while maintaining strong financial controls and regulatory compliance.
- Currently manages purchases through manual administrative processes including reimbursements, purchase orders, receipt collection, and reconciliation activities. These processes create administrative burden and limit real-time oversight of expenditures.
- Solution models, including but not limited to prepaid/debit card solutions, virtual card solutions, app-based wallet platforms, and controlled vendor marketplace models.
- Goals and Objectives for Digital Spend Management Platform:
• Enables VR participants to purchase approved goods and services directly
• Restricts purchases to services authorized within the participant’s IPE
• Limits transactions to approved vendors or merchant categories
• Prevents unauthorized purchases through embedded financial controls
• Maintains strong audit trails and reporting capability
• Reduces administrative workload associated with reimbursements and purchase processing
• Supports compliance with federal and state fiscal requirements
• Provides an intuitive, accessible, and user-friendly experience for participants with varying levels of technical ability
- Provide a secure hosted platform that provides controlled participant purchasing functionality with configurable spending controls, vendor restrictions, reporting capabilities, and administrative oversight tools.
- System must restrict transactions to approved vendors or merchant categories
- System must capture transaction documentation and receipts
- System must allow the Agency to configure participant spending limits and must support the reservation / encumbrance of funds for pending purchases, including configurable approval workflows, expiration rules, reversal rules, and a full audit trail of reserve actions.
- System must maintain a complete audit trail of transactions
- System must provide administrative tools for monitoring expenditures
- The system should include controls to identify and flag potentially inappropriate or unauthorized transactions, including configurable alerts, exception reporting, and administrative review capabilities.
- The system must export reporting data in standard formats (e.g., CSV, Excel)
- The system should provide automated alerts or exception reporting for potentially unauthorized transactions.
- The system should support vendor onboarding functionality and vendor approval workflows.
- The system should provide configurable administrative dashboards for program oversight.