How to Set Up a P-Card Program
State and local governments can streamline day-to-day purchasing by setting up a P-Card program. A P-Card, or purchasing card, eliminates the need for purchase-order paperwork for certain things and can be managed electronically.
Below are the basic steps needed for a state entity to begin setting up a P-Card program. Regardless of whether you are a state or local entity, your first step will be to contact the State Purchasing Division at cardprograms@doas.ga.gov. We will work with you on what, if any, of the following steps need to be completed.
When you’re ready to get started, contact SPD via email at cardprograms@doas.ga.gov. SPD will help you set up your program’s policies and procedures, designate entity roles, establish a relationship with your banking institution, and set up staff training, if needed.
SPD will connect you with our representatives at the Bank who will assist in setting up your program on the Bank’s side. The Bank often will need 2 years of audited financial reports as part of their initial application. In some instances this may be different. So, please reach out to us first so that we can get you the right steps.
- Make sure you’re eligible: If you’re administratively attached to another agency, such as a parent agency, you may not need to set up your own P-Card program. If you’re unsure of your status, the State Purchasing Division (SPD) at DOAS can help you make this determination.
- Get ready to make a P-Card plan and internal policy: SPD will help you establish the required P-Card plan. Your plan will need to include a justification of need for each cardholder, time limits for cutting off dormant cards, spending limits, internal controls around card use, and more.
- Select a Purchasing Card Program Administrator from your agency. This person will be the main point of contact for card program personnel and will be the liaison between your agency, its leadership, and the SPD. You can also designate a Program Coordinator or a back-up Program Administrator.
- Once you’ve selected a Program Administrator, fill out the Designation of Program Administrator Form on the DOAS P-Card Program page. You’ll have to submit the prospective Program Administrator’s name, contact information, and information about their relevant experience and training. If the Program Administrator you select is not yet trained, SPD may be able to set up specialized training.
- Save the completed form as a Microsoft Word document and email it to cardprograms@doas.ga.gov.
- If the Program Administrator changes, you must submit a new Designation of Program Administrator Form within 30 days of the change.
- Your Program Administrator will need to become a Georgia Certified Purchasing Card Administrator (GCPCA). Contact SPD or email georgia.learning@doas.ga.gov to start the certification process.
- The prospective Program Administrator will need to complete a specialized learning path assigned by SPD.
- After completing the learning path, the prospective Program Administrator will need to pass any assigned tests.
- Cardholders, supervisors, and approving officials must be trained on the following:
- Georgia Procurement Manual
- Statewide Purchasing Card Policy
- Internal procurement and P-Card policies
- SPD provides additional training for all roles of the P-Card program. Contact georgia.learning@doas.ga.gov for training requirements and access.
- All roles within the P-Card program must follow state policies and procedures. You can learn more about these by reviewing the Statewide Purchasing Card Policy.
- Any changes to your agency’s P-Card plan must be reviewed and approved by the agency head, then submitted to DOAS for approval.
- Your agency must submit to regular compliance audits by DOAS.
- You may request a waiver from P-Card policy in special circumstances, such as the need for a typically prohibited purchase or increasing an established spending limit. Waivers must be submitted by the Program Administrator. Completely fill out the Special Approval Request form on the DOAS P-Card Program page, save the completed form as a Microsoft Word document, and email it to cardprograms@doas.ga.gov.
