How to Use the Purchasing Card
- Purchasing Guidelines
- Purchase Denied at Point of Sale
- P-Card Purchases
- Computer Purchases
- Mandatory Purchases
- Inventory Purchases
- Returns, Damaged Goods, Credits
Purchasing Guidelines
Please note that the cardholder is the only person authorized to make purchases using their card.
Giving your card or card number to another person to make a purchase, may result in disciplinary action (including, but not limited to, revocation of your card and/or termination of employment).
All purchases may be made in person, telephone, fax, Internet, or mail. Remind all vendors of the institution’s tax exempt status.
Most deliveries are sent directly to the user or the Department.
Give the following information to your supplier:
- Name
- Department Name
- Clayton State University Building, Room Number
- Street
- City, State, Zip
Clayton State University does not permit solicitation by vendors to its individual departments. Vendors must make an appointment with the Procurement Services Department at: (678) 466-4280.
Purchase Denied at Point of Sale
On occasion, a cardholder may attempt to purchase items from a merchant and the purchase is denied. Some of the most common reasons for denial:
- The cardholder has attempted to make a purchase from a merchant whose Merchant Category Code (MCC) is not authorized under the cardholder’s profile. Bank of America monitors the State Purchasing Card usage and any attempts made to purchase goods or services from blocked merchants.
- The purchase from the merchant may be greater than the cardholder’s single transaction limit of $5,000.00.
- Most cardholders have a cycle limit of $10,000, however there are some departments that have higher cycle limits based on their budget.
- The purchase from the merchant may place the cardholder over their authorized cycle limit of $10,000.00.
If the VISA card is denied, contact the VISA Card Administrator immediately to determine the cause.
P-Card Purchases
Membership dues (professional dues as supported by Clayton State University), office supplies, advanced airline tickets, (must meet state requirements) rental cars (must meet state requirements) or any other purchases under $5000 that meet state guidelines, provided, these vendors accept the Visa Card.
Advanced Purchase of Airline Tickets Effective October 15, 2001, State organizations using the State of Georgia VISA card may, at their discretion, use this card for the advance purchase of airline tickets for official business use. There are currently no statewide contracts with an airline. Cardholders may use Expedia, Travelocity. Orbitz, Cheap Tickets, etc. or use the airline website for special deals.
Colleges and Universities may use the Visa card for food, lodging and certain incidental expenses (that fall under state guidelines) when they travel for their athletic, student government, student organizations, and honor students. Athletes, students who belong to sponsored clubs may use the p-card for their lodging and rental cars, vans etc. Since coaches and organization sponsors are state employees, they cannot use the p-card for their travel. The person whose Visa card is used for student travel must be approved by the State Purchasing Card Administrator and Bank of America.
Travel Abroad Program may use the State of Georgia Purchasing Card to pay for operating expenses and supplies associated with this program. The p-card may be used to pay for food, lodging, and travel as well as entrance fees to tourist venues of an educational nature for students only. Sponsors traveling with students who are employees of Clayton State University cannot use the p-card for their travel. The sponsor whose p-card is used for the Travel Abroad Program must be be approved by the State Purchasing Card Administrator and Bank of America.
Computer Purchases
A purchase request form is submitted for computer purchases under $3000.00 to the Procurement Services Department with attached computer specifications. The purchase request must also have prior approval from OITS. (Office of Information Technology Services) either by e-mail or signed document. The computer will be purchased with a Visa card, (provided that all meeting state guidelines) by Procurement Services.
Mandatory Purchases
All purchases under $3000 are mandatory purchases provided that vendor accepts the Visa card. (Ex. Federal Express charges, subscriptions to periodicals, registration to conferences and office supplies, printers.)
Office Supplies - There is currently no office supply statewide contract. Office supplies may be purchased from the best value sources that can obtain the "$" savings for departments.
Inventory Purchases
Any single item purchase over $3000 (item that must be tagged) the p-card cannot be used. A purchase request must be submitted to the Purchasing Department and a purchase order created prior to ordering.
Returns, Damaged Goods, Credits
If goods purchased with your purchasing card need to be returned, the cardholder is responsible for working directly with the supplier. The cardholder is also responsible for making sure the returned items do not appear on the monthly statements, and that all items are credited properly.