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 must review the reconciliation package and sign and date the monthly billing statement to indicate that a review of the reconciliation package has been conducted.
Responsibilities: A propriety review of each cardholder’s transaction must occur. This review may be completed by a facilitator or the approving official; however, the approving official is responsible for ensuring that a propriety review has been conducted.
Responsibilities: The approving official must review the reconciled billing package on a monthly basis and evidence the review by signing the Bank of America billing statement.
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
Question 1. What happens if the cardholder fails to maintain a transaction log or fails to review the reconciliation package and sign and date the monthly billing statement?
Answer 1. UGA will issue a notice of non-compliance. Receipt of five (5) UGA notices of non-compliance will result in loss of p-card and possible disciplinary action, up to and including termination of employment.
Question 2. What happens if the approving official fails to review and approve p-card transactions on a monthly basis?
Answer 2. UGA will issue a notice of non-compliance. Receipt of five (5) UGA notices of non-compliance will result in loss of p-card and possible disciplinary action, up to and including termination of
DOAS Statewide Purchasing Card Policy