Small Purchase Charge Card Compliance

Overview

As part of continuing efforts to streamline the State’s procurement and payment processes, the Commonwealth of Virginia has established a contract with Bank of America Visa to provide its purchasing card program to state agencies and institutions. The Commonwealth of Virginia prefers the use of the Small Purchase Charge Card (SPCC) when making purchases under $5,000 from vendors that accept the card. Use of the SPCC reduces the number of Accounts Payable transactions by consolidating multiple vendor invoices into one monthly invoice from the charge card vendor.

For more information on the Small Purchase Charge Card Program, see the Purchasing and Central Storeroom website.

Compliance

The University of Mary Washington must remain in compliance with Commonwealth procurement regulations, Department of Accounts (DOA) regulations, and UMW policies and procedures.  To ensure compliance, cardholders are subject to random reviews.

  • Cardholders who have had their SPCC 6 months or less are reviewed by Purchasing. These cardholders will be reviewed at least once within the 6 month period.
  • Cardholders who have had their SPCC 6 months or more are reviewed by Compliance. These cardholders will be reviewed at least two times each fiscal year. 

 Areas reviewed for compliance include (but are not limited to):

  • Small Vendor quote documentation (if applicable)
  • Purchases entered into eVA within specified time frame (if applicable)
  • Cardholder & Supervisor sign off in WORKS
  • Circumvention of procurement regulations
  • Applicable forms approved and included (i.e. Business Meal Form, Request for Travel, etc)

If a cardholder is found non-compliant, they will be re-reviewed in two billing cycles. The Purchasing department is responsible for issuing written warnings or imposing suspensions. For more information on inappropriate card use or other infraction consequences, see the SPCC Manual.

SPCC Golden Rules

  • Never use your state-issued card for personal purchases.
  • Never enter your full credit card number on a fax, in email or on any written document.
  • Never use another cardholder’s card or allow another person to use your card or have access to your card number.
  • Never split a purchase in order to circumvent established purchasing procedures or exceed your single transaction limit.
  • Always contact Purchasing if you need to make a purchase over your established transaction or cycle limit.