Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Procurement Officer

Policy Owner: Procurement

Policy Contact: Lynn Stephens, Dawn Cowart

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 projects 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