The Procurement Card (Pcard) simplifies the purchasing of most routine goods and services within your established Pcard Transaction Limit. The topics below provide basic guidelines and helpful information about the card.

Topic

Description

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Cardholder
responsibilities

Cardholders who have the authority to use the Pcard agree to comply with these practices:

  • Keep your card safe and secure, do not share your card or number.
  • Obtain appropriate documentation on every purchase.
  • Know University policies and procedures regarding departmental purchasing authority.
  • Complete tasks in Works software in a timely manner.

See: Purchasing Card Users Guide

(Multiple pages throughout the Manual)

Types of
purchases

You can use your Pcard for most goods and services within your transaction limit, including but not limited to:

  • Advertisements.
  • Books and dues.
  • Office Supplies.
  • Non-inventoried equipment (defined as equipment valued at less than $1,000).

See: Purchasing Card Users Guide

Purchasing
equipment

Inventoried equipment (assets) cannot be purchased with the Pcard. At ASU, inventoried equipment refers to items that:

  • Are non-expendable.
  • Stand alone.
  • Have a normal useful life of one year or more.
  • Qualify as tangible personal property (can be appraised for value) with an acquisition cost of $1,000 each or more.

If you need to purchase equipment, contact a ASU Purchasing for assistance. 

See: Purchasing Card Users Guide

Restricted
purchases

The following goods and services cannot be charged to the Pcard: (Note this is a partial list, for a more complete list see the ASU P-card Manual).

  • Gift Cards.
  • Cash advances.
  • Items for personal use.
  • Equipment valued at $1000.00 or more.
  • Firearms, ammunition, explosives, radioactive or other hazardous materials.
  • Holiday decorations
  • Food or meals (except for Athletic Team travel).
  • Employee travel or entertainment (meals, airfare, hotel, car rental, catering, meeting refreshments, gifts). 
  • Vehicle/gasoline or diesel fuel, or real estate rentals/leases.
  • Goods or services from an employee or near relative of an employee of the University.
  • Alcohol and Tobacco products
  • Any purchase for which a supplier requires a contract to be signed.
  • Professional Services as defined BPM 3.1.2 and O.C.G.A. 14-7-2.
  • Other items as outlined in the ASU P-card Manual, DOAS P-card Manual and USG BPM.

See: Restricted Items for a more detailed list. And the Purchasing Card Users Guide

 

State and federal grants

The Pcard cannot be used to purchase goods and services that are not otherwise allowable under the terms of your fund, including state and federal contracts and grants.

 

Disputes

Cardholders are responsible for following up with a vendor regarding any erroneous charges, disputed items, sales tax charges, or missing credits on their statements.

Any disputed items must be reported to Bank of America immediately. The cardholder is responsible for these charges until the bank can identify these charges as fraudulent or unidentifiable. 

See: Purchasing Card Users Guide

Returns

If you return an item to a vendor, the vendor should credit your Pcard.

Forward all documentation regarding the credit to your cardholder statement.  Be sure to keep a copy for your files.

See: Purchasing Card Users Guide

 

Lost or stolen cards

Report your lost or stolen card to Bank of America immediately. 

See: How to Report a Lost or Stolen Pcard.

Making a purchase

You can use your Procurement Card to purchase low-dollar supplies in person or by phone, fax or mail. You can also purchase items through a secure website.   If purchasing item in person, you should consider completing travel authorization paperwork.

See: Purchasing Card Users Guide

Declined cards

Your card may be declined if the:

  • Purchase amount exceeds the maximum.
  • Supplier is restricted.
  • Card is inactive.
  • Account number is transposed during the sales transaction.

If you need assistance with a declined card, contact 706-737-1765

Shipping purchases

If your purchase is being shipped to the Receiving Department, request that the vendor use this shipping address:

Augusta State University
Receiving Department, Warehouse # 204
Attn: <Cardholder Name/Department>
2500 Walton Way

Augusta, GA 30904

 

 

Contacts

If you need assistance, contact an appropriate staff member or the bank:

ASU Purchasing Office: 706-737-1765 or 706-737-1766

Bank of America :
(800) 538-8788