VALDOSTA STATE UNIVERSITY
Purchasing Card Online Orientation

First Name:
Last Name:
VSU Card ID#:
Department:
VSU Email:


I. I have read and understand the VSU Purchasing Card Procedures as prescribed at http://www.valdosta.edu/administration/finance-admin/financial-services/procurement/documents/pcard-program-procedures.pdf .

II. The Valdosta State University Purchasing Card is used to purchase goods and services valued up to $2,499 per transaction [also referred to as the single transaction limit (STL)] and up to $4,999 per month in total transactions [also referred to as credit limit (CL)]. This amount is inclusive of shipping and handling charges, insurance, etc. Purchases over the STL require the Cardholder’s Manager to submit an approval email to the Purchasing Card Manager to increase the limit so the purchase can be processed. Circumventing the limits by splitting an order into two or more orders is not allowed and may lead to revocation of the purchasing card.

The Cardholder and Approving Official are responsible for ensuring that the purchase decision meets the best interest of the State in accordance with State Purchasing Policies. The following order of precedence is followed when making purchases within the state limits: (1) VSU Services or any other Intergovernmental Agreement, (2) Statewide Mandatory Contract, (3) Existing VSU Contracts (4) Certified Statutory Mandatory products, (5) Statewide Convenience Contracts, Statutory Preferred Products, SPD Pre-Approved Piggyback Purchases, Consortia and Cooperative Purchases and Open Market Purchases (all listed in #5 having no preference over the other). State contracts can be accessed at the State Purchasing website.

1. What is the standard dollar limit for a single transaction if no special approval has been provided?

2. Purchases over the STL requires:

3. Assuming an item is available for purchase on all listed below, which should you purchase from?

III. “Tax Exempt” is printed on each card, however the Cardholder must alert the vendor at the time of purchase of the tax-exempt status. If sales tax appears on the receipt, the Cardholder must immediately request a refund from the vendor, documenting the conversation for submission with the Purchasing Card Statement. If the credit does not post on the Purchasing Card Statement, place a copy of the documentation behind the receipt that shows sales tax. Copies of the tax certificate of exemption are available on the Purchasing Card website for both Georgia and Florida.

The card can only be used for University-related business, to include services, for which Institutional funds will be disbursed. No personal purchases or VSU Foundation purchases may be made through the use of this card. Purchases made with the card cannot be reimbursed with external funds in an attempt to allow the purchase of a restricted or personal item. The Cardholder and Approving Official will be responsible for assuring that all University and State purchasing policies have been followed.

4. I must alert the vendor that my purchase is tax exempt.

5. If sales tax appears on the receipt, I must contact the ______ immediately to receive a credit.

6. What items cannot be purchased with my State Purchasing Card?

IV. The Purchasing Card may be used for purchases from vendors that accept the VISA card and have a Merchant Category Code (MCC) that has been approved for State use. Purchases can be made in person, by phone, fax, internet or mail (must confirm that no tax is being charged). If a purchase is declined, the Cardholder should contact the VSU Purchasing Card Manager immediately with the name of the vendor, purchase amount and date of the decline. Bank of America keeps information regarding declined charges on their computer for only five days.

It is highly recommended that all deliveries be sent to Central Warehouse, in care of the Cardholder’s name. Contact Central Warehouse at 333-5958 for guidance on deliveries to any other location than Central Warehouse. The address for Central Warehouse is 2903 N. Ashley St., Valdosta, GA 31602.

7. Purchases can be made from vendors that accept the ______ card.

8. If a purchase is declined, the Cardholder should contact the ______ immediately.

9. Always use the department name as the delivery address.

V. The card will be issued in the name of the University with the employee listed as the user. Purchases made with the card will initially be charged to the Cardholder's default account number. The employee or someone designated may change the allocation to another authorized account or department chart field through Works Payment Manager only after receiving an email from the department with the chart-field numbers listed and a copy of the email forwarded to the P-Card Manager. The charges on the card are not budget checked against the balances in the departmental budget until they are allocated through the WORKS Payment Manager and posted to the department budget.

The employee and the Approving Official may be held responsible for any and all charges including unauthorized, personal, and inappropriate purchases made with the card. Unauthorized or illegal purchases are to be immediately returned for credit. If the Cardholder documents that the company will not issue a credit then the Cardholder is responsible for getting the charges reimbursed in full. Reimbursements can be by personal or other non-VSU check made to Valdosta State University. Failure to reimburse the University could result in funds being deducted from the Cardholder's paycheck. These types of unauthorized or illegal purchases may result in revocation of the purchasing card and/or employment.

10. What account number will my purchasing card charges initially be charged against?

11. I can change the allocation to another authorized account or department with only verbal approval over the telephone.

12. Unauthorized or illegal purchases may result in the revocation of my purchasing card and/or employment.

VI. The following types of purchases are allowed on the State Purchasing Card:
  • Registration Fees: The completed registration confirmation serves as the receipt for conferences or seminars. It has essential information including the name of the seminar, the person who is attending, the travel dates, the location and the cost. Meals are only allowed if included as part of the conference or seminar registration fee.
  • Team travel: For students who are not paid as student assistants or graduate students while on the trip. Employees are not allowed to charge travel expenses on the card.
13. The seminar indicates that lunch will be served during the seminar at no additional cost to the participant. The Cardholder may

14. What documentation will be used as the receipt for registration for a conference or seminar?

15. Employee travel charges are allowed on the purchasing card for every employee.

16. Employees that are traveling with an athletic team or sponsored student activity group are allowed to charge their hotel & meals to the purchasing card.

VII. DO NOT use the card to purchase the following:
  • Purchases from non-contracted VSU Services and Departments
  • Per Diems: contract payments that are reportable on IRS Form 1099.
  • Travel Expenses for an employee: Includes gasoline, car rental, hotels, food, and airline tickets.
  • Non-Capitalized Equipment: Purchase of equipment in the amount of $3,000 or more per item requires a decal and will be added to the asset inventory.
  • Food and food related items: Allowed for some departments upon special approval issued by the VSU President.
  • Miscellaneous Items: Alcoholic beverages, explosives, plaques for employees, seasonal decorations and any item for personal use (items located in employee break room/common areas such as microwaves, coffee pots, refrigerators, water coolers, etc. are considered personal use items and must be purchased with personal funds).

17. I can purchase the following for the employee common area with the card:

18. When attending a conference, what charges are allowed on the purchasing card?

19. Food is not allowed on the Purchasing Card unless a special approval is issued.

20. If an employee is retiring after being with the University for 25 years; can a plaque for the employee be bought with the purchasing card?

VIII. Cardholder Reconciliation: First, the Cardholder must reallocate and sign off on each transaction posted on or before the 15th of the month in WORKS This must be done by the 20th of the month (this is not confirmation of receipt of the item(s), it is only a confirmation that the item was an authorized charge by the Cardholder). In doing so, ensure that you remove the pre-populated information in the Description field and enter what was purchased (i.e. pipe and fittings). Next, when you click on “Sign Off” the Comments box will appear. Put the purpose of the purchase in this location (i.e. repair water line at University Center). After the Cardholder receives the Purchasing Card Statement, the Cardholder must verify that all items on the Purchasing Card Statement were received. Then, the Purchasing Card Statement, Purchasing Card Log, receipts and additional required documentation must be compiled, reviewed and approved by the Cardholder and the Approving Official. It is recommended that the Cardholder retain a copy of this documentation. Finally, the originals must be provided to the Department of Procurement no later than the 15th of the month following the cycle end date. The cycle end date is on the 15th of the month, so you have 30 days to complete and submit your Purchasing Card Statement.

Purchasing Card Statements submitted to the Department of Procurement must be submitted as a complete package. Incomplete submissions will not be accepted by the Department of Procurement and will be returned to the Cardholder. Please note that the information contained in the submission must be organized with the Purchasing Card Statement on top with the Purchasing Card Log underneath. The receipts should be placed under the Purchasing Card Log and should be in the order that the charges appear on the Purchasing Card Statement.

Purchasing Card Statement: The Cardholder and the Approving Official must physically sign the Purchasing Card Statement (do not use a signature stamp).

Purchasing Card Log from WORKS: The Log is printed from the Reports – Template Library section in WORKS. The Cardholder runs and prints the P-Card Log report from the PCardLogReport2016 in the Template Library File. The Cardholder and the Approving Official must physically sign the Purchasing Card Log from WORKS (do not use a signature stamp).

Receipts: Organize receipts in the order that they are listed on the Purchasing Card Statement. Ensure you have a corresponding original receipt for each charge on the Purchasing Card Statement. If a receipt is lost, attempt to obtain a copy from the vendor. If a copy of a receipt is provided, also provide a detailed explanation of why the copy was provided. If the receipt is lost and attempts to obtain a copy from the vendor are unsuccessful, then provide a Lost Receipt Affidavit. A pattern of missing receipts may result in revocation of the purchasing card. The following must be present on a receipt in accordance with State of Georgia and Board of Regents Purchasing Card policy:

  • Date of the transaction
  • Supplier/Merchant/Vendor name and other pertinent information (such as location) clearly noted
  • Itemized list of items purchased (or returned) including quantity, description, unit price and total price
  • Line showing no sales tax was added to the transaction
  • Total transaction amount
Additional Documentation: If additional information is required, as identified in the VSU Purchasing Card Procedures, ensure you have this information printed out and placed behind the receipt to which it corresponds.

21. What signature(s) are required on my Purchasing Card Statement and Log?

22.An itemized receipt is required for each purchase and contains what information?

23. My Purchasing Card Statement must be received by the Department of Procurement by the _____ of the month following the cycle end date.

24. I must sign off on each transaction posted on or before the15th in WORKS by the _____ of the same month.

IX. If a card is lost or stolen, the Cardholder has the responsibility to notify the VSU Purchasing Card Program Manager immediately at 245-4393 or 333-5708. If the card is lost or stolen outside of business hours, the Cardholder should call Bank of America's 24-hour service line at 1-888-449-2273 to cancel the card. Do not request a new card. Notify the VSU Purchasing Card Program Manager the next business day.

Should a Cardholder terminate employment with the University, the Cardholder has the specific obligation to return the Purchasing Card to the P-Card Manager prior to the employee's termination date. The Approving Official is responsible for all outstanding purchases and requirements after the employee’s termination date.

The Cardholder is responsible for resolving disputes with the vendor over pricing, shortages, damaged merchandise, etc. If a fraudulent charge appears on your Purchasing Card Statement, contact the vendor immediately to request a credit. If you are unable to contact the vendor or the vendor is being uncooperative, contact the P-Card Manager as soon as possible to file a dispute. Notify the P-Card Manager if you wish to file a dispute with Bank of America concerning a fraudulent charge on the Purchasing Card Statement or an unresolved dispute with the vendor concerning a credit for items that were found defective or faulty. The dispute must be filed no later than 60 days after the appearance of the item on the Purchasing Card Statement.

25. If I end my employment with Valdosta State University I can keep my purchasing card.

26. I am responsible for resolving the following issues with the vendor:

27. What is the first step I should take if I see a fraudulent charge on my Purchasing Card Statement?