Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Procurement Officer
Policy Owner: Procurement
Phone Number: 706-542-2361
Responsibilities: Although the P-Card manual sets forth criteria for allowable and unallowable purchases, Cardholders must also ensure that purchases are allowable per the terms and conditions of the project and the University’s Direct Cost policies and procedures. For example, non-inventoried equipment, office furniture, subscriptions, supplies, and books are generally not allowed on Sponsored accounts without prior written approval.
Record Retention: A designated individual must retain the reconciled billing package signed by the Cardholder and Approving Official for a period of seven (7) years. If a contract/grant is involved, the records must be retained for the life of the contract/grant plus an additional seven (7) years following
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
Question 1. If a sponsored account is involved, can I purchase food on my p-card.
Answer 1. Food purchased on a sponsored account must be listed in the awarded budget or approved in writing by the granting agency. Appropriate documentation must be kept on file for audit purposes
Question 2. Can I move a p-card charge to a sponsored account after the charge has been posted to the general ledger?
Answer 2. If a P-Card charge must be moved onto a sponsored account after the charge has posted to the general ledger, the journal voucher must contain appropriate justification, per the Cost Transfer Policy and include: (1) When the error was discovered, (2) What the charge was for, (3) Why the charge was incorrectly made, and (4) How the charge specifically relates to the restricted account to which it will be transferred.