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Intranet: Departments: Crop & Soil Sciences: Standard Operating Procedures: Accounting

P-Card Procedures

Effective July 1, 2008 the State of Georgia revised its policies and procedures for the use of state-issued p-cards. Many of the changes concern the responsibilities and liabilities of both the cardholder and approving supervisor. Everyone is encouraged to read and understand ALL of the policies concerning p-card use. An online copy of the manual, summary of updates, FAQ's and other information can be found at http://www.busfin.uga.edu/procurement/p_card/p_card_news.html.

To comply with the state's new rules, the Department of Crop and Soil Sciences has implemented the following policies:

  1. Each program/unit within the department may have only one employee with a p-card; e.g., each faculty member may have one technician with a p-card. Any exceptions to this rule will be handled on a case-by-case basis.

  2. Only non-supervisory classified personnel may have a p-card. Post Doctoral Associates and other positions of a temporary nature will NOT be allowed to have a p-card.

  3. Each faculty member will be the approving supervisor for the employees within his/her program who have a p-card.

  4. P-cards held by faculty will be rescinded as they will become the approving supervisor for their program.

  5. P-cards held by administrative personnel at Griffin and Tifton will be rescinded. Because they do not report directly to the department, the appropriate approval path cannot be established.

  6. P-card default accounts will be the faculty member's departmental state account. Redirection of purchases to the correct account is the responsibility of the faculty member.

The intent of the state is to hold each cardholder and approving supervisor personally responsible for all purchases made to his/her p-card. Our goal is to establish policies which provide the oversight now required by the state, decrease the liability associated with p-card use, and allow the continued flexibility departmental programs currently have with their use.

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