Augusta University P-Card Purchasing Dos and Don ts

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Lynette McDowell
6 years ago
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1 Abstracts and Manuscript submission fees Adjunct Professors (non-employee) Advertisements (See Note #1) (ADS & FACULTY) Agreement Between Institutions (USG & Non-USG) Amazon Prime Membership, Sam s & Costco Augusta Chamber of Commerce Membership No personal society memberships Books, Reprints, Pre-printed Matter Bookstore (Augusta University) Building Materials (Exception: Lab materials and those items pre-approved through Facilities Management are allowable; personal heaters and fans must meet the Environmental Health and Safety, Fire Safety policy guidelines). Calling Cards (Phone Cards) Computer Parts & Components (To include shipping & handling; UNDER $300 per item for repair or upgrade as long as the intent is NOT to build a computer. Ex: memory, motherboards, processors, repair items.) Computer Supplies & Peripherals (To include shipping & handling; UNDER $ per item. Ex: speakers, monitors, cables etc ). Computer Supplies: Printers, Scanners or Fax Machines (Exception: requires prior written approval from purchasing department) Computer systems, netbooks, laptops, Tablets, all portable wireless devices or any item(s) with internet access (Exception: requires prior written approval from purchasing department - not including smartphones) Consulting Companies & Professional Services Controlled Assets (Ex: guns, ammunition, explosives, etc.) Copying & printing, i.e., Kinko s DEA Controlled Substances (See Note #2) Dry Ice Dues/Membership Must include the Accounts Payable Memorandum Form; N T

2 Equipment: (to include shipping and handling OVER $ per item). FEDE/UPS All receipts must include the ship to address Flowers / Florist purchases Gases & Gas Cylinders Gift Cards Greeting Cards / Invitations and Envelopes High Hazard Chemicals and Bio Hazardous Materials (See Note #2) Honorarium / Speaking Fees Jewelry Lasers (class 3B and Class 4) Laundry/Cleaning Leases License Renewal, IT - (Exception: Software renewals through MSD are allowable purchases on the p-card if less than $ per item). Maintenance Membership/Dues Must include the Accounts Payable Memorandum Form; Non-Hazardous Chemicals & Lab Supplies (See Note #2) Personal items or gifts (items are considered personal if they are for the sole use of the state employee. Examples include coffee pots, food/beverages, pictures, plants, gifts for other faculty (retirees), study incentives unless supported by a sponsored account) Perspective Faculty Postage Radioactive Materials (See Note #2) Registrations (Use of the p-card is strongly encouraged, except where this includes food & lodging that is priced separately.) Reimbursements, to include food Research Subjects (See Note #3) N T

3 Restaurants, catering or fast-food restaurants & Entertainment Sales and Use Tax Service Agreements (Individuals) Services / Repairs Does not include annual service agreements Single Transaction (one vendor) supply purchase over $4, (See Note #4) Small value equipment items (to include shipping and handling UNDER $ per item. Ex: digital cameras, audiovisual and lab equipment. PDA s are okay but must NOT have cell phone capability.) Software - Less than $ per item and does not store PHI or IPI data elements (See Note #8) Special Approval Commodities Split purchases: Ex: Items purchased to circumvent credit or daily limits. (See Note #5) Staffing, Temporary Personnel Stipends & Purchases with multiple payments Subscriptions: Must include the Use of State Funds to Pay Subscriptions Form; Supplies (See Note #6) Supplies, Office Travel Expenses (Taxi, hotel or plane reservations, tips, etc) Utilities -ray producing devices VISA Applications Water & Water System Filter Exchange Wireless Equipment to include wireless cards Wireless Services, Accessories & Supplies (See Note #7) N T

4 NOTES: #1. Advertisements (a) Staff Advertisements - Use purchase order & requires approval by Human Resources Talent Acquisition & Development. (b) Faculty Advertisements Can use the Purchasing Card, but the department must obtain prior approval from Human Resources Faculty Support Services and the P-Card Office. (c) Ads Can use the Purchasing Card, but the department must obtain prior approval from Office of Communication and Marketing. #2 High Hazard Chemicals, Biohazardous Materials, DEA Controlled Substances and Radioactive Materials MUST be purchased with a purchase order. The list of High Hazard Chemicals can be found: The list of Biosafety Level 2 and 3 materials can be found: The DEA Controlled Substance list can be found: #3. Research Subjects Must include the required Research Subjects Form available at the Sponsored Program Activity Pre-Award Office at extension #4. Single Transaction Limit Purchases made through Statewide or Agency contracts do not require prior approval to exceed the $ single transaction limit. #5 It is against Augusta University s policy to split purchases into smaller units to circumvent the $5,000 threshold. The Purchasing Department, in accordance with Georgia Law and the Board of Regents Business Procedures Manual, is to obtain competitive pricing on institutional purchases in excess of $5,000 (Official Code of Georgia Sections ).

5 #6 Supplies All supplies, except office supplies, may be purchased on either the p-card or purchase order. However the use of the p-card is strongly encouraged. Building supplies are restricted unless pre-approved through facilities management. (Exception: lab materials supplies needed to perform research i.e. pvc pipe) #7 Wireless Services, Accessories & Supplies Accessories and supplies may be purchased with the p-card, if the total purchase price is less than $500. Monthly recurring bills for Augusta University owned wireless devices (cell phones, pagers or wireless communication devices) can be paid with the p-card; Cannot be Auto Pay (with exceptions) #8 Software Software over $ must be purchased via requisition and requires prior approval from the IT Department. The only exception is if it is for emergent purposes or if the vendor will not take purchase orders or checks.

UCSB FLEXCARD COMMODITIES LIST

UCSB FLEXCARD COMMODITIES LIST Advertisements (Newspaper, Magazine, Radio) Airfare Entertainment process Alcohol (Ethyl) No Purchasing Department Alcohol (Spirits) Entertainment Process (Exception Needed) Animals No Purchasing Dept