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​​​​​​​​​​​​​​​​​​​​​ State Purchasing - Statewide Card Programs 
 

The State of Georgia offers three card programs for use in conducting State business.

The VISA Purchasing Card, issued by Bank of America, is a cost-efficient method for employees to make official purchases at retail locations, over the phone or via the internet including purchases from statewide contracts or agency contracts.

The Fuel Card Program provided through Wright Express (WEX) offers state and local governments a universally accepted fuel purchasing card for making fuel purchases at more than 7,000 locations in Georgia and 170,000 locations throughout the United States.

The Travel Card, issued by American Express, provides employees who travel regularly on State business with an alternative to using personal credit cards or cash to pay job-related travel expenses.

   
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Contact Information for All Statewide Card Programs
  State Purchasing Division
Statewide Cards Program
Georgia Department of Administrative Services
200 Piedmont Avenue, SE
Suite 1308 West Tower
Atlanta GA 30334

Email: pcard@doas.ga.gov

John Thomason, State Cards Program Manager
Email: John.Thomason@doas.ga.gov
Phone: 404-656-5344
   
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Purchasing Card
  The Purchasing Card (P-Card) Program simplifies day-to-day purchasing activities while enhancing cost-effectiveness. The P-Card streamlines payment and purchasing procedures, reduces the administrative burden traditionally associated with small dollar value purchases, and allows for quicker receipt of goods. State and local governments can benefit from using the P-Card by eliminating purchase order paperwork. The P-Card offers more accountability through consistent and timely reconciliation processes and electronic management controls. The P-Card is honored by all merchants who accept VISA, and there are no annual, transaction, or reporting fees.
TypeTitleDocument No.DescriptionModified
IconBank of America Dispute FormBank of America official form required when a cardholder disputes a transaction on the monthly billing statement (does not have an official SPD form number because it is the Bank’s form)
3/30/2009
IconState of GA P-Card Policy Statewide Purchasing Card Program Policy.10/8/2014
IconPurchasing Card LogSPD_PC004AForm to be used by cardholders to make a record of purchases on the card. No password is needed to unlock the form. In Word 2003, click the “padlock” icon. In Word 2007, click Protect Document/Restrict Formatting and Editing/Stop Protection.
2/25/2010
IconP-card Cardholder AgreementSPD-PC001 Sample for Agencies and Institutions to develop the agreement the purchasing cardholder must sign in order to be issued a purchasing card.3/31/2011
IconPCard Log SampleSPD-PC004BExample of completed Purchasing Card Log.2/16/2009
IconLost Receipt-Invoice AffidavitSPD-PC005Form to be used by cardholders when invoice or receipt is not available. 3/11/2010
IconCredit Card Processing Fees or Convenience FeesPolicy clarification on the payment of credit card convenience fees or processing fees charged by vendors.12/2/2010
IconDesignation of Program Administrator FormSPD-CC001Official form for State Entities to notify State Purchasing who serves as the Purchasing Card Program Administrator, Fuel Card Program Administrator and/or Travel Card Program Administrator.
10/8/2013
IconVehicle Transactions with PCard Flow ChartProcess flow for making vehicle transactions with the State Purchasing Card. 6/18/2012
IconSpecial Approval RequestSPD-PC003Submitted to the State Card Program Manager by the Agency or Institution Card Program Administrator in order to obtain prior, written approval for any exception to State Purchasing Card Policy. 9/6/2013
IconP-Card ProfileSPD-PC002Form used by Agencies and Institutions to request new or modified spending limits for purchasing cardholders.
9/6/2013
   
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Recorded Webinars - Statewide Card Programs
  The following webinars are now available online. To play a recorded version of the webinar, click the title. Should you have any questions regarding a specific webinar, please contact the person listed as the Presenter.
   
TypeTitleDescriptionDatePresenterDocuments
collapse Category: Purchasing Card
IconP-Card Policy Update Webinar FY14Updates to the State Purchasing Card Policy effective March 3, 2014 as presented by Maggie Clarke.3/3/2014Maggie Clarke
No attachment
 
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Fuel Card
  The State of Georgia Fuel Card is a charge card designed to enable authorized State of Georgia employees to make fuel purchases for vehicles and equipment used for official state business. The Card is offered by the Department of Administrative Services at no cost to participants in the program. The Fuel Card Program utilizes a card issued by Wright Express Financial Services Corporation (Bank) pursuant to a contract awarded by DOAS State Purchasing Division in February 2006. The card is accepted at all retail fuel stations participating in the Wright Express network. Specific information regarding the current vendor for the state fuel contract is provided on the Office of Fleet Management website at http://ofm.doas.georgia.govLink Opens in New Window. As with the P-Card program, local governments in Georgia, including cities, counties and school boards, are eligible to participate in the program.
   
TypeTitleDocument No.DescriptionModified
IconFuel Card AgreementSPD-FC003Fuel Card user agreement.6/25/2013
IconRed Card Transaction LogSPD-FC002Transaction log for Red Fuel Cards3/7/2011
IconFuel Card Standards GuidelinesState of Georgia Fuel Card Standards and Guidelines in accordance with State Policy. Effective March 1, 2010.12/2/2010
IconSpecial Approval RequestSPD-FC001Submitted to the State Card Program Manager by the Agency or Institution Card Program Administrator in order to obtain prior, written approval for any exception to State Fuel Card Policies.12/2/2010
IconDesignation of Program Administrator FormSPD-CC001Official form for State Entities to notify State Purchasing who serves as the Purchasing Card Program Administrator, Fuel Card Program Administrator and/or Travel Card Program Administrator.
10/8/2013
   
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Travel Card
  The Travel Card, issued by American Express, provides state employees who travel regularly on State business an alternative to using personal credit cards, personal funds, or cash advances from the agency or university. Employees can use the card for airline tickets, rental cars, and associated fuel costs, ground transportation (e.g. airport shuttles), lodging, and meals. The employee receives reimbursement for expenses through normal travel reimbursement procedures, and makes payment directly to American Express. The State of Georgia does not incur any liability associated with the use of the card. Cardholders do not have to pay the annual fee normally charged for an American Express Card.

The current re-launch effort affects only existing cardholders. Please contact American Express for information concerning their online card management process and/or to order cards for new employees.

The American Express™ contact is:

American Express™ – Dedicated Servicing Team

1-888-800-8564

Below is a sample list of support you'll receive through the State's dedicated team:
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Cardmember Cancellations/Reinstatements
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Program Structure Changes (PA/Corporate Name, Address Changes, etc.)
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Billing Option Changes, Cycle Changes, Liability Changes
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Balance Inquiries, Statement Copies, Posting of Payments
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Reporting Information
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Fee Inquiries
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American Express™ @Work assistance
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General Program Questions

TypeTitleDocument No.DescriptionModified
IconTravel Cardholder AgreementSPD-TC001Sample for Agencies and Institutions to develop the agreement the travel cardholder must sign in order to obtain a travel card.
2/16/2009
IconTravel Card ProfileSPD-TC002Form used by Agencies and Institutions to request new or modified spending limits for travel cardholders 2/25/2010
IconTravel Card AuthorizationSPD-TC003Optional form to be completed by cardholder prior to using travel card to indicate dates, location, purpose, and estimated cost of travel that will be put on the travel card if the Agency’s or University’s policy requires prior approval for travel.
2/16/2009
IconState Travel Card PolicyTravel Card Program Policy effective 04-24-20082/16/2009
IconDesignation of Program Administrator FormSPD-CC001Official form for State Entities to notify State Purchasing who serves as the Purchasing Card Program Administrator, Fuel Card Program Administrator and/or Travel Card Program Administrator.
10/8/2013




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