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Study Abroad

  • Last Updated: 11/06/2017
  • Effective Date:

Policy Statement
The University of Georgia establishes policy related to p-card purchases for study abroad (both international and domestic) 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.
Procedures

Section 6.2 of the UGA P-Card Manual lists the types of p-card purchases which are allowable for study abroad programs.    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 coordinators in Procurement 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

Note: No employee travel expenses (food, lodging, transportation, etc.) are allowed.
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: 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