PRO-410 Purchasing Card

SCOPE: 

The purpose of this policy is to establish authority, standards and responsibilities related to the state purchasing card (P-Card) program.

POLICY: 

The state-issued P-Card is a tool to manage low-dollar purchases using a more efficient payment process only in certain merchant and supply or service categories.

Responsibility for the program is jointly administered by the State Bureau of Procurement (Bureau) and the State Controller’s Office. Specific authority to administer each agency’s P-Card program is made through the controls established under agency procurement delegation agreements. See PRO-102, Delegation.

State agencies using the STAR system will manage P-card transactions in that system.

P-Cards are authorized by agency heads to individual employees based on relevant job duties to make purchases for official state use only.

P-Cards are authorized for individual purchases up to the P-Card threshold (or lower if required by the agency). See PRO-101, Procurement Definitions and Thresholds.

P-Card purchases may exceed the defined threshold only when used exclusively on statewide contracts with proper authorization by the Bureau and the State Controller’s Office. The P-Card is not a means to avoid appropriate procurement or payment procedures.

In addition to specified merchant categories, P-Cards are also authorized for certain travel costs including airline tickets and travel agency service fees, lodging and any applicable taxes, car rental and rental car gas, hotel and airport parking and other commercial transportation. foreign emergency major medical expense, training and conference registrations.

Use of the purchasing card results in agency (state) liability, not personal liability for the cardholder. All documents related to the purchasing card may be fully disclosed as a public record to the extent provided for by the Open Records Law.

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PRO-410 Purchasing Card