Statewide Card Programs

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.

	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 Paul Kurtz, State Cards Program Manager Email: Paul.Kurtz@doas.ga.gov Phone: 404-656-5344

	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.

Title	Document No.	Description	Modified
Bank of America Dispute Form		Bank 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
State of GA P-Card Policy		Statewide Purchasing Card Program Policy.	7/1/2009
P-Card Executive Summary		Changes and/or additions to the State Purchasing Card Policy.	6/30/2009
Purchasing Card Log	SPD_PC004A	Form 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
Designation of Program Administrator Form	SPD-CC001	Official form for Agencies and Institutions to notify State Purchasing who serves as the Purchasing Card Program Administrator, Fuel Card Program Administrator and/or Travel Card Program Administrator.	5/11/2010
P-card Cardholder Agreement	SPD-PC001	Sample for Agencies and Institutions to develop the agreement the purchasing cardholder must sign in order to be issued a purchasing card.	2/16/2009
P-Card Profile	SPD-PC002	Form used by Agencies and Institutions to request new or modified spending limits for purchasing cardholders.	2/16/2009
PCard Log Sample	SPD-PC004B	Example of completed Purchasing Card Log.	2/16/2009
Lost Receipt-Invoice Affidavit	SPD-PC005	Form to be used by cardholders when invoice or receipt is not available.	3/11/2010
Credit Card Processing Fees or Convenience Fees		Policy clarification on the payment of credit card convenience fees or processing fees charged by vendors.	2/25/2010
P-Card Special Approval Request	SPD-PC003	Submitted 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.	4/15/2010
Designation of Program Administrator Form	SPD-CC001	Official form for Agencies and Institutions to notify State Purchasing who serves as the Purchasing Card Program Administrator, Fuel Card Program Administrator and/or Travel Card Program Administrator.	5/19/2010

P-Card Webinars

July 2008 – PCard Policy changes

View the video

View the PowerPoint slide show

Policy changes Q&A

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.gov. As with the P-Card program, local governments in Georgia, including cities, counties and school boards, are eligible to participate in the program.

Statewide Fuel Card Standards and Guidelines

Special Approval Request

Red Card Transaction Log

Fuel Card Agreement

State of Georgia Fuel Price Index

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:

	Cardmember Cancellations/Reinstatements
	Program Structure Changes (PA/Corporate Name, Address Changes, etc.)
	Billing Option Changes, Cycle Changes, Liability Changes
	Balance Inquiries, Statement Copies, Posting of Payments
	Reporting Information
	Fee Inquiries
	American Express™ @Work assistance
	General Program Questions

Title	Document No.	Description	Modified
Designation of Program Administrator Form	SPD-CC001	Official form for Agencies and Institutions to notify State Purchasing who serves as the Purchasing Card Program Administrator, Fuel Card Program Administrator and/or Travel Card Program Administrator.	5/11/2010
Travel Cardholder Agreement	SPD-TC001	Sample for Agencies and Institutions to develop the agreement the travel cardholder must sign in order to obtain a travel card.	2/16/2009
Travel Card Profile	SPD-TC002	Form used by Agencies and Institutions to request new or modified spending limits for travel cardholders	2/25/2010
Travel Card Authorization	SPD-TC003	Optional 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
State Travel Card Policy		Travel Card Program Policy effective 04-24-2008	2/16/2009
Travel Card Overview		PowerPoint overview of Program Administrator and Travel Card cardholder responsibilities based on the Travel Card Policy issued 05-01-08.	2/16/2009
Designation of Program Administrator Form	SPD-CC001	Official form for Agencies and Institutions to notify State Purchasing who serves as the Purchasing Card Program Administrator, Fuel Card Program Administrator and/or Travel Card Program Administrator.	5/19/2010