Purchasing Card Program

Policy Number: 7.7.2.2
Effective Date: May 2, 2023
Revision History: Reviewed May 26, 2016
Policy Contact: Director of Purchasing

I. Purpose and Policy Statement

Georgia Gwinnett College adheres to the Georgia Department of Administrative Services (“DOAS”) State Purchasing Division and the Board of Regents of the University System of Georgia policies, procedures, and guidelines for Purchasing Card (“P-Card”) use, as well as the provisions of O.C.G.A. § 45-10-1 et seq. (State Employee Code of Ethics, Conflicts of Interest, etc.). The Georgia Gwinnett College Purchasing Card Program provides an optional purchasing procedure regarding transactions for goods and services valued at $2499.99 or less, including shipping/handling charges, insurance, etc. Purchases over this limit should continue to be processed in accordance with the GGC Purchasing policy (APM 7.7).

II. Scope

All GGC employees are responsible for understanding and complying with this policy.

III. Roles and Responsibilities

1. A Budget Manager and or designated employee may make application for participation in this program by completing a P-Card application and agreement form. The P-Card will be issued in the name of the College with your name listed as the user. The Budget Manager/employee supervisor is responsible for any and all charges including unauthorized, personal, and inappropriate purchases made through the use of the P-Card by designated person(s) in their department.

2. The Budget Manager and or employee supervisor is responsible for seeing that the P-Card will be used to purchase supplies and materials from the appropriate account codes as defined in the Chart of Accounts.

3. The State of Georgia requires receipts for all purchases. The receipt must clearly identify the items purchased. In cases where the receipt does not clearly identify procured items, cardholders must provide written explanation of the items and their intended business use.

4. The name of the person listed on the card shall be and is the only authorized user.

IV. Prohibited Purchases

1. The P-Card may not be used to purchase any of the following:

   1. Maintenance or other service agreements.

   2. Entertainment or alcoholic beverages.

   3. Food or beverage of any kind for any individual or group (including students, faculty, staff, and any person or group unaffiliated with Georgia Gwinnett College). An exception is food items being procured for lab and classroom instruction. These should be purchased by the designated departmental P-Card holder.

   4. Equipment that costs over $3000.

   5. Hazardous or radioactive material.

   6. Services or items provided by in-house departments such as Plant Operations, Print Shop, Administrative Computing, etc.

   7. Travel or travel related items.

   8. Personal-use items such as radios, coffee pots, gifts, microwave ovens etc.

   9. Postage stamps.

   10. Firearms or explosives.

   11. Services involving an employer/employee relationship.

   12. Items subject to Library Control.

   13. Holiday decorations and cards.

   14. Plants or cut flowers.

   15. Typing Services.

   16. Rental of equipment for periods exceeding 30 days.

   17. Gift Cards.

2. Taxes cannot be charged to a P-Card. No personal purchases may be made through the use of this card.

V. Misuse and Fraudulent Use of P-Card

1. P-Card misuse, including unauthorized/illegal purchases, will be returned for credit or paid for in full by personal check made payable to Georgia Gwinnett College from the cardholder. Failure to reimburse the College will result in funds being deducted from the cardholder paycheck. Continued unauthorized/illegal purchases may result in revocation of purchasing card and/or employee termination. Inadvertent misuse is a violation of law and should be reported to Purchasing immediately. Inadvertent misuse will require immediate reimbursement from employee funds.

2. Fraudulent uses of the P-Card will result in disciplinary action, up to and including termination of employment. Legal actions may be taken against the employee as a result of the fraudulent use of the P-Card.

VI. Related Regulations, Statutes, Policies, and Procedures

DOAS Statewide Purchasing Card Policy