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How to Make Purchases with Your P-Card


    Policy Statement
    The University of Georgia maintains and enforces policies regarding the operation of a p-card program in compliance with State and Board of Regents (BOR) requirements.
    Reason for policy
    To comply with State Purchasing Division and BOR policies related to operating a p-card program and to ensure that cardholders understand the approved methods of using their p-card and are knowledgeable of requirements
    Procedures
    Sections 9.0 through 9.9 of the UGA P-Card Manual (see link in “Related Information” below) provide the procedures for making p-card purchases.   These include:  1) approval procedures, 2)providing the vendor with requested and required card information, 3) handling  tax exempt status, 4) shipping instructions, 5) maintaining a transaction log, 6) ensuring adequate documentation is obtained and exists, 7) security, 8) obtaining best value, and 9) utilizing small and minority vendors
    Forms/Instructions
    Additional contacts

    Jill Haag, Lynn Stephens 

    Phone Number: 706-542-2361

    Policy definitions
    Adequate Documentation:  As defined by the Board or Regents Business Procedures Manual (Section 3.3.7, subsection 8):  Cardholders must retain receipts for all purchases made on the P-Card.  The receipt should include vendor name, transaction amount, date, and an itemized list of items purchased.  Copies or facsimiles of the original receipt may be acceptable if the original is not available.  A screen-print or order confirmation email is required when making internet purchases, or a copy of an order-form that was mailed to a vendor to request an item. The screen print/order confirmation must include the shipping date and be signed as received.  Receipts and supporting documentation shall be made available as needed for audit or review.
    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 cardholder’s responsibility to record all purchases and credits on a transaction log.  

    Responsibilities: If adequate documentation is not available, the cardholder must complete a missing receipt affidavit form and keep it on file with the monthly billing statement. 

    Responsibilities: Cardholders are responsible for safeguarding the P-Card and account number at all times. 

    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

    Reconciled billing packages signed by the Cardholder and Approving Official must be retained for a period of seven (7) years.