Purchasing Card Violations
Georgia College expects every individual cardholder to strictly adhere to policies and guidelines governing the use of the State Purchasing Card. Failure to do so may result in disciplinary action up to and including termination of employment. Additionally, such failure could result in prosecution to the fullest extent of the law, including financial restitution and/or criminal prosecution.
Violations of policies and procedures governing the use of the P-Card can be classified as minor or major. The action taken is dependent upon the type of violation and the number previous cardholder violations. The Card Administrator can suspend a cardholder’s privileges with or without input from the department head. However, the department head will be notified of any such action.
Listed below are examples of minor and major violations:
Minor Violations
Minor violations are instances that are accidental and without willful intent or a delinquent reconciliation process.
- Using the wrong credit card when doing personal shopping and usually includes immediate discovery and notification of the PCA.
- Failure to turn in statement and receipts by the 27th of the month.
- Failure to sign off on transactions in Works by the 27th of the month.
Major Violations
- Purchasing unauthorized or restricted items.
- Splitting order to avoid the single transaction limits.
- Splitting charges between two or more cards to avoid credit limits or to circumvent the bid process.
- Allowing others to use the card.
- Knowingly making personal purchases.
Any alleged violation or questionable transaction could result in an immediate suspension of card privileges pending a review to determine what, if any, action is appropriate.
The State of Georgia Purchasing Card Policy can be located at
http://doas.ga.gov/state-purchasing/statewide-card-programs/purchasing-cards