Credit Cards and Procurement Cards

Section 6.P – Employee Use of Institutional Credit Cards and Procurement Cards

In the course business, sometimes a credit card must be used to charge College expenditures. The use of institutional and procurement cards by employees of the College will be authorized by the Vice President of Finance and Operations and President.

Certain institutional credit cards, such as a gas card, are kept in the Office of the Vice President of Finance and Operations for issuance to employees when needed for specific expenditures.

In an effort to reduce the costs and paperwork associated with minor purchases, designated employees of the College may be issued a VISA Procurement Card (P-Card) to procure supplies, limited minor equipment and services. When using an institutional credit card or P-Card, all users must comply with local, state and federal purchasing policies and guidelines. The use of use of institutional and procurement credit cards by College employees is a privilege. The users of these cards must understand they are being entrusted with a valuable tool and will be making financial commitments on behalf of the College. The Purchasing, Accounts Payable, Controller, and State Auditor’s Office will audit purchases made by cardholders. Failure of an authorized user to comply with credit card restrictions will result in immediate termination of privileges.

Prior to the issuance of a P-Card, all cardholders must receive initial training on the use of the card and Purchasing Guidelines. The VGCC P-Card Administrator may require other sessions if the audit findings of the Purchasing Office find unacceptable purchases or practices. At the time of training, all cardholders will be provided a copy of the VanceGranville Community College P-Card Regulations. Copies of these regulations are maintained in the Office of the Vice President of Finance and Operations and are available on the internal website.

(approved July 16, 2018)