Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Procurement Officer
Policy Owner: Procurement
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.
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