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Finance and Administration 〉 Purchasing and Payment Processing 〉 Purchasing Card (P-Card) 〉 Compliance: Administration, Reviews and Violations

Compliance: Administration, Reviews and Violations

    • Last Updated: 06/17/2016
    • Effective Date:

    Policy Statement
    The University of Georgia establishes and maintains proper internal controls to ensure that the purchasing card (p-card) program and p-card transactions are in compliance with applicable laws, rules, regulations and policies governing p-cards.
    Reason for policy
    State Purchasing Division and Board of Regents (BOR) regulations require the University to comply with their policies related to p-card administration.
    Procedures
    The procedures established to ensure compliance through proper administration, review of transactions and violations are provided in Section 13.0 of the UGA P-Card Manual.   This section also identifies the campus units tasked with ensuring compliance and conducting reviews.
    Additional contacts

    Jill Haag, Lynn Stephens 

    Phone Number: 706-542-2361

    Responsibilities

    Responsible University Senior Administrator: Vice President for Finance & Administration 

    Responsible University Administrator: Procurement Officer 

    Policy Owner: Procurement 

    Policy Contact: Jill Haag, Lynn Stephens 

    Phone Number: 706-542-2361 

    Responsibilities: It is the responsibility of the individual assigned the duty for retaining P-card documentation to submit receipts and any other supporting documentation upon request of auditors, p-card administrators, or others conducting compliance reviews.

    Record Retention

    Series documents administration of credit cards and P-Cards issued to institutional staff and units. Records may include: applications; master monthly billing statements; individual card holders' statements; billing summaries; printouts including vendor analysis by code; number of charges and stores; use summaries; related correspondence.

    Retention:  7 years, BOR 0472-03-013

    For expenditures processed with grant funding, all documentation should be retained for the life of the grant plus seven (7) years.  0472-09-006