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Unallowable P-Card Purchases

Purchasing-Card

View Official Policy: Unallowable P-Card Purchases Policy

UGA has specifically addressed unallowable p-card purchases based on BOR and SPD rules and regulations. Section 7.1 of the UGA P-Card Manual lists unallowable purchases. Additionally, under no circumstances is a cardholder or program participant permitted to use the P-Card or related accounts for personal purchases. Using the P-Card and or related accounts for personal purchases may result in disciplinary action, up to and including termination from State employment and criminal prosecution. The Official Code of Georgia, Annotated (O.C.G.A.), $50-5-80 states that any person who knowingly uses state funds for personal purchases under $500 is guilty of a misdemeanor. A person who knowingly uses state funds for personal purchases of $500 or more is guilty of a felony punishable by one to 20 years in prison. Supervisors or other approving officials who knowingly, or through willful neglect, approve personal or fraudulent purchases are subject to the same disciplinary actions as those making the purchases.

Responsibilities

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: Cardholders who violate the rule regarding personal use must immediately report the personal use and reimburse funds as directed in the UGA P-Card Manual

 Responsibilities: All personal use (intentional or unintentional) of the P-Card must be handled by the cardholder as outlined in Section 7.2 paragraph F of the UGA P-Card Manual.

 Responsibilities:  It is the responsibility of the Approving Official to verify that all transactions were properly authorized and that a propriety review was conducted to ensure that charges were appropriate and directly related to University business.

 Responsibilities:  It is the responsibility of anyone reviewing p-card transactions to ensure unallowable practices and purchases have not occurred and to report any findings to the UGA P-Card Coordinators located in the UGA Procurement Office.

Date Issued:

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