The State of Georgia has revised the Purchasing Card, “P-card”, policies and procedures effective April 1, 2017. As part of this new policy, all USG institutions, including Clayton State University were required to submit a P-card plan for approval by the Governor’s Office of Planning and Budget and the Georgia Department of Administrative Services.
Under this new policy, we had to limit the number of P-cards on campus. In addition, there are several new requirements that cardholders will have to follow. The biggest change will center around how cardholders can use their P-cards. The P-card may be used as the method of payment for unplanned, non-routine and urgent point of sale purchases under $1,000 without prior approval being necessary. However, any purchases that are planned and routine must have two approvals “prior to purchase”.
The guidelines require that prior to the implementation of the new P-card program, our cardholders and approvers must attend mandatory training sessions on the changes to the new policy and university’s revised P-card plan. As the University’s P-card plan was only approved on Sunday, March 26, 2017, in order to allow all P-cards holders and approvers time to attend such training, all P-cards must be suspended for the month of April.
We truly regret any inconvenience this will cause you or your associates but we must meet the OPB & DOAS requirements contained in our plan that was approved Sunday evening.
In order to limit the impact, we strongly encourage all cardholders to make all necessary purchases prior to April 1, 2017. Additionally, Check Requests (for items less than $2500) and the ePro system are still available if you need to make purchases in April.
Cardholders and approvers will receive direct information regarding their P-card trainings.
As, always if you have any questions or concerns, please do not hesitate to contact Ms. Marcia Jones or another member of the procurement team.