P-Card Policies
- Purpose
- Issuance of the Visa Card
- Lost, stolen procedures
- Updating cardholder information
- Limitations of Visa Card
- Sales tax exemptions
- Purchasing Card Misuse
- Termination of employment
- Fiscal Year-End Dates
- State of Georgia Purchasing Card Program Policy
Purpose
Clayton State University VISA Purchasing Card Program provides purchasing procedure for buying goods valued at $5,000.00 or less including shipping/handling charges, and insurance. This program is designed to dramatically improve efficiency in purchasing low dollar goods for University use from suppliers that accept the VISA purchasing card. The card can only be used for University-related business for which institutional funds will be disbursed.
Issuance of the Visa Card
To qualify for a Visa card, a person must be a Clayton State employee, who has knowledge of, or is trained in small value purchase procedures. Prior to issuance of their new purchasing card, the following criteria must be met:
- Authorization to obtain a card must be given by a Vice-President, Assistant Vice-President, Dean, Head of Department or Director via e-mail or fax to the Card Program Administrator.
- Employee agreement signed by the employee requesting the card and their supervisor.
- Mandatory training on usage of the p-card. (either group or individual training)
Once all the above criteria have been met a card will be issued to the Clayton State University employee.
Lost, Stolen Procedures
To report a lost/stolen card, the cardholder must immediately call the number below. The cardholder is also responsible for notifying the VISA Card Administrator as soon as possible to report the lost/stolen card.
Customer Service 1-888-449-2273
Updating Cardholder Information
New cards and renewal cards are issued for 3 years. For liability purposes, all cards will be sent to the VISA Card Administrator, and then distributed to cardholders.
Limits on the card and other information such as address, telephone, etc. may be changed by submitting the appropriate change in writing to the VISA Card Administrator by e-mail or fax.
Increasing the monthly limits of the purchasing card can only be requested toward the end of the current fiscal year, (prior to June 30). The request must be approved by the Vice-President, Assistant Vice-President, Dean of School, Director, or Head of Department.
Limitations of Visa Card
| No single transaction purchase shall exceed $5,000.00 per day (including shipping, handling and insurance) |
|---|
A large order must not be split into two or more orders attempting to meet limit requirements.
The P-card may not be used to purchase the following:
- Automotive fuel
- Motor vehicle repairs and maintenance
- Cash advances
- Professional Services (Consulting fees, doctors, lawyers)
- Personal Services (Salaries, wages)
- Lodging, transportation and meals: (Exception: Allowable in section C of the State of Georgia Purchasing Card Program Policy (See above))
- Entertainment and Alcohol
- Gift Cards
- Food, unless the purchase qualifies as a "group meal" according to the State Accounting Office (SAO) meal policy.
- Equipment item that costs over $3000.00 (ex. workstations, servers, furniture)
- Promotional items (ex: items that have our university insignia clothing, caps, mugs, banners, pens) that are used for departmental or personal usage only
- Entertainment and food (Exception: Fund 13000 food for student sponsored events-clubs).
- Items purchased for resale. (Exception: Fund 12230)
- Items for personal office usage such as radios, coffee makers, heaters, fans, etc. holiday decorations/cards/plants/cut flowers for departments.
- Hazardous or radioactive material
- Firearms or explosives
Refer to State of Georgia Purchasing Card Program Policy from the Department of Administrative Services (DOAS). Policies are linked to this website.
Sales Tax Exemptions
It is the responsibility of the cardholder to ensure that sales tax is not charged when making a purchase with the VISA purchasing card. The embossed line printed on your purchasing card reads "Clayton State University" Tax Exempt.
If you are charged sales tax in error you must request a credit from the supplier as soon as the error is discovered. If a supplier requests proof of the University’s tax exempt status refer them to the VISA Card Administrator. A supplier may also photocopy your VISA purchasing card.
- Using the wrong credit card while shopping for personal items (this would constitute immediate action by notifying the Card Program Administrator for direction)
- Using the p-card for purchases that should be made with a purchase requisition.
- Failure to reconcile in WORKS or submit the paper copy of the Visa statement per CSU p-card policies and procedures.
- Making unauthorized purchases.
- Splitting an order to avoid the bid process (over $5000)
- Making Personal purchases.
- Cardholder allows others to use their p-card.
This misuse could result in disciplinary action or termination of employment by the Vice-President of Business & Operations.
Termination of Employment
The VISA purchasing card is the property of Bank of America and must be surrendered immediately upon termination of employment, or upon request by an authorized person (Department Head, Director, or VISA Card Administrator). The card must be surrendered to the VISA Card Administrator.
Fiscal Year-End Dates
For the current fiscal year, the purchasing card cutoff date is May 15. All purchases made after this date will be charged to the next fiscal year funds. This is to assure that all purchases made prior to June 15 during the current fiscal year, will be included in the VISA download to PeopleSoft for that year.