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