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Study Abroad (Agency Accounts)

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

Policy Statement
The University of Georgia establishes policy related to p-card purchases for study abroad (agency accounts) to ensure compliance with applicable laws, rules, regulations and policies governing p-cards.
Reason for policy
The Board of Regent's regulations require the University to comply with their policies related to p-card purchases for study abroad (agency accounts).

Section 6.2 of the UGA P-Card Manual lists the types of p-card purchases which are allowable for study abroad programs (agency accounts).    P-cards authorized for study abroad use are set up differently with the Bank of America; therefore, if a cardholder desires to utilize their p-card for study abroad purposes, the following information must be provided to the UGA p-card administrators in the form of a memorandum signed by the cardholder’s department head no less than 30 days prior to the date of travel:

  1. The cardholder name
  2. The program name and a brief description of the program
  3. The purpose of the card (how it will be used)
  4. The dates and location of travel
  5. Projected expenditures
Additional contacts

Jill Haag, Lynn Stephens 

Phone Number: 706-542-2361


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: The cardholder is required to ensure p-card purchases adhere to UGA policies and procedures.  

Responsibilities: The approving official is required to review p-card purchases for adherence to UGA policies and procedures.

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.  BOR 0472-09-006