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GE MASTERCARD

SMALL PURCHASE CHARGE CARD PROGRAM

As part of continuing efforts to streamline the State's procurement and payment processes, the Commonwealth of Virginia has established a contract with GE MasterCard to provide its purchasing card program to state agencies and institutions. The Purchasing Department requires the use of the Purchasing Card (PCard) when making purchases under $5,000 from vendors that accept MasterCard. Use of the PCard reduces the number of Accounts Payable transactions by consolidating multiple vendor invoices into one monthly invoice from the charge card vendor. The availability of the purchasing card will not supersede procedures for procuring goods. All purchases must comply with State procurement regulations.

If you have any questions related to the charge card program, please call the Purchasing Department at 654-1127.

MasterCard Forms

Appropriate Use of the Card:

The PCard may be used for official university purchases only, personal use is not allowed under any circumstances.

The current small purchase limit is $5,000 per transaction. A cardholder may not, under any circumstances, authorize any charge in excess of the transaction limit set by the Program Administrator. The transaction limit shall not be circumvented by "splitting" orders (i.e., placing more than one order in an attempt to purchase goods or services valued over the pre-set transaction limit). If a cardholder authorizes a charge in excess of the per transaction limit, whether by splitting the invoice, encouraging the vendor to circumvent the GE MasterCard denial, or any other means, the card may be revoked for a minimum of six months. Repeat offenses may result in permanent revocation.

The PCard may not be used for business travel expenses. Exception: PCards may be used to purchase public transportation fares including airline and rail tickets.

Cardholders must complete Purchasing Training and sign an employee agreement prior to obtaining a PCard. Use of the card is limited to the person whose name appears on the front. The PCard must not be loaned to another person. If a cardholder knowingly allows another person to use the card, the named cardholder's privileges may be revoked for a minimum of six months.

The account number must not be faxed, emailed or written down for any reason. Web-based purchases are allowed provided the provisions set forth in the Department of General Services' Electronic Commerce Policy are followed.

The purchasing card should be kept in an accessible but secure location. If the purchasing card is lost or stolen, the cardholder must immediately notify GE MasterCard and the agency's Program Administrator. Note: The Commonwealth of Virginia is liable for the use of the purchasing card by authorized users provided that use is within the transaction limit of $5,000. The Commonwealth does not accept liability for unauthorized or fraudulent use of the PCard or purchases made with lost or stolen cards beyond a maximum limit of $50 and maximum lenght of liability of 24 hours after discover and report of the loss or theft.

Cardholders should identify a vendor that sells the goods or services required and accepts the PCard. Preference should be given to state contract vendors and SWAM vendors.

If vendors are registered with eVA, orders should be placed through eVA. If vendors are not registered, cardholders may call, order online or visit the vendor's place of business to make a purchase. Note: Efforts should be made to procure goods from a certified SWAM vendor regardless of how the order is placed. See SWAM Requirements for additional information.

A Purchase Log must be maintained as charges are made to monitor purchasing activity and spending limits. The Purchasing Log must be reconciled against the monthly account statement. A GE MasterCard Cover Sheet must be completed monthly to allocate charges to the appropriate FOAPAL. For detailed information about how to maintain the Purchase Log and reconcile your charges, see Reconciliation Procedures.

 

Returns, Credits, and Disputed charges:

The cardholder should use the following guidelines when returning an item:

  • If an item needs to be returned for any reason, discuss the method of return with the vendor before returning the item for a credit. NOTE: Accepting a store credit for returned items or inaccurate charges is not authorized. A credit issued to the PCard originally used is the only authorized practice for processing credits and or returns.
  • The credit amount due should be noted on the Purchasing Log.
  • The vendor should submit documentation of the return (i.e., credit receipt). Keep this documentation with the Purchasing Log for reconciliation.
  • In most cases, disputes can be resolved directly between the cardholder and the vendor/supplier. If the cardholder and the vendor/supplier cannot resolve the issue, a dispute can be opened by the cardholder using GE Netservice or by contacting the Program Administrator, Melva Kishpaugh. GE will investigate the dispute on the cardholder's behalf and assist in the resolution. A temporary credit will be issued pending final resolution.