Purchase Card FAQs
Purchasing Card Services
The State of Georgia Purchasing Card (P-Card) is the preferred method of rapidly acquiring
goods and services within the cardholder's credit limit. The program streamlines the
payment process while eliminating costs associated with the traditional methods of
procurement.
The individual must be a full time regular employee of Albany State University. Students,
temporary or contract employees are not eligible. The employee must have supervisory
approval, Fiscal Affairs approval, complete an application, and pass a background
check prior to receiving a P-Card.
The P-Card application is filled out by the potential cardholder with signed approval
from the Manager/ Department Head. The completed application is sent to the P-Card
Administrator, Fiscal Affairs, and the Release of Information form to the Human Resources
Director.
Not at all, the checks are processed as a soft check or “employment inquiry” and does not have an effect.
The cardholder must immediately contact Bank of America at 888-449-2273 and then notify
the P-Card Administrator at (229)500-3093 or amy.shephard@asurams.edu
No, the card is issued in the cardholder’s name and should only be accessible to the cardholder. Anyone else would be an unauthorized user and in
violation of the policy as set forth by Department of Administrative Services and
Albany State University internal policies.
Yes, however restrictions apply. Only State employees traveling on official business as defined in the State Travel Regulation.
Airline tickets with prior approval from the P-Card Administrator and rental cars
from a Mandatory Statewide Contract if no University vehicle is available from our
fleet department. Food and lodging are prohibited.
Albany State University has a tax-exempt status. It is the cardholder’s responsibility to ensure that sales tax is not charged. Notify
the vendor at the time of purchase to issue a credit back to the card for the taxes.
The single transaction limit is the amount a cardholder can spend on one item at one
time. For Example, if the cardholder has a credit limit of $1000, the user cannot
spend more than $1000 in one transaction. Splitting transactions into two or more transactions to evade the policy is a major violation and is prohibited.
The P-Card is tied to the budget of the department and not the individual. A written
cancellation request must be sent to the P-Card Administrator from the Manager/ Department
Head. If the new position requires you to be a cardholder, a new application must
be submitted for processing.