Disputed Charges, Credits, and Returns

The cardholder is responsible for contacting the vendor for any disputed charges or other items such as credits and returns.  Disputed charges may result from failure to receive goods or services, fraud or misuse, altered charges, defective merchandise, incorrect amounts, duplicate charges, credits not processed, etc. The cardholder should get vendor to credit P-Card for the disputed charges.  Under no circumstances should there be a direct refund of card of gift card from suppliers.

Disputes can usually be resolved by contacting the vendor.  However, if the cardholder is unable to reach an agreement with the vendor, the Card Administrator should be notified.  Cardholder will be required to file dispute in Works Program Manager.

All disputed charges must be submitted within sixty (60) days of the date of the statement on which the charge occurred. 

Note:  By law, vendors are not permitted to charge your card for purchases until the items have been shipped.

Ordering Process

The P-Card may be used to purchase goods or services in person, over the phone, via the web or by mail.  When making a purchase, please be sure to provide the vendor with the following information:

A.        Identify yourself as a Georgia College employee.

B.        Inform the vendor you are making a University purchase using a Georgia College

            P-Card.

C.        Inform the vendor the University is tax exempt.  If needed, the Purchasing Department can provide a sales and use tax exemption certificate to supplier.

When making a purchase by phone or the web, provide the vendor with the following additional information:

D.        Individual card number and expiration date.

E.         Complete Central Receiving delivery address (320 N. Wayne Street).  Advise vendor that your name must be on the shipping label.  All orders must be delivered to the Georgia College Central Receiving address above.

F.         Description of goods or services to be ordered.

The final step of a phone order should be:

A.        Verify that all items ordered are available for shipment.  (No Backorders).

            Backordered items should be ordered separately.

B.        Verify the total charges, including any shipping/handling, etc.

C.        Request that the vendor include a copy of your order with the shipment.

An “Activity Log” or similar document is recommended for departments that make frequent purchases.  See Attachment 5 for an example of an activity log.  Such a log can be helpful in verifying orders when received.

Sales Tax

Georgia College, as an agency of the State of Georgia, is exempt from Georgia sales and use tax.  Vendors may receive a Sales and Use Tax Exemption Certificate by contacting the Purchasing Department at 4458.  Georgia College will not pay Georgia sales tax.  Cardholders should have sales tax credited directly back to card or either reimburse university for the tax by obtaining a P-Card transmittal form from the Card Administrator.  This form should be taken to Business Office window where tax can be paid and cardholder will get a receipt which can be attached to his/her statement.