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Unallowable P-Card Practices

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

    Policy Statement
    UGA has specifically addressed certain practices that are unallowable utilizing a p-card based on BOR and SPD rules and regulations.  Section 7.2 of the UGA P-Card Manual provides details on unallowable p-card practices including: splitting of orders, doing business with friends or relatives where the Cardholder has a financial interest, accepting gifts or gratuities, p-card sharing, incorrect use of statewide and agency contracts, personal use, and exceeding the single transaction limit (STL)
    Reason for policy
    To ensure compliance with SPD, BOR and UGA p-card policy by defining for cardholders and all individuals holding roles within the p-card program are aware of unallowable p-card practices
    Procedures
    Consult Section 7.2 of the UGA P-Card Manual to ensure that unallowable p-card practices are not being utilized
    Additional contacts

    Jill Haag, Lynn Stephens

    Phone Number: 706-542-2361

    Policy definitions

    P-Card Sharing – the practice of allowing an individual other than the cardholder whose name appears on the front of the p-card to have access to the p-card or p-card number to initiate or complete a transaction. 

    STL – Single Transaction Limit 

    Splitting of Orders  -  Splitting a transaction between two or more transactions on a single account or two or more transactions on multiple accounts on the same day or on separate days in order to circumvent the bid process and/or any STL, regardless of the level.

    Account holders are prohibited from splitting a transaction between two or more transactions on a single account or two or more transactions on multiple accounts on the same day or on separate days in order to circumvent the bid process and/or any Single Transaction Limit, regardless of the level.

    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

    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.  0472-09-006