The following policies and procedures apply to the use of the Small Purchase Charge Card by all agencies and institutions of the Commonwealth:
- SPCC Manual
- Card Limits and Restrictions
- Card Security
- Late Invoice DOA Approvals
- Proper Use of Card
- Returns, Credits and Disputes
University policy states that use of the Small Purchase Charge Card (“SPCC”) is required when procuring goods and services under $50,000 from a vendor that accepts charge cards. The purpose of the SPCC Manual is to provide guidance on the appropriate use of the SPCC.
Single transaction limits and monthly card limits are set by the Program Administrator based on your purchasing requirements. No SPCC transaction may exceed the maximum small purchase limit of $5,000 per charge. A cardholder may not, under any circumstances, authorize a charge in excess of the transaction limit set by the Program Administrator, which may be less than the maximum small purchase limit depending on your needs. If a cardholder authorizes a charge in excess of the per transaction limit established for that card, whether by splitting the invoice, encouraging the vendor to circumvent the card company’s denial, or any other means, the card will be revoked for a minimum of 30 days. Repeat offenses will result in permanent revocation.
SPCCs must be used for official Commonwealth of Virginia purchases only. Use of the card for personal items, cash advances, and business travel expenses, with the exception of airline and mass transit tickets, is not permitted.
The SPCC must not be used to circumvent procurement guidelines. Efforts should be made to use State contract vendors who accept the SPCC, where appropriate, in order to maximize administrative cost savings.
Cardholders must receive training and sign an employee agreement form prior to obtaining the SPCC. Refer to the Purchasing Card Manual for a detailed explanation of the steps involved in obtaining a SPCC.
Use of the SPCC is disallowed for purchases using the following funds:
- Equipment Trust Fund (1117)
- Agency Funds (Banner funds beginning with 8xxx)
- Foundation Funds
- State Funds to Purchase Retail Club Memberships, Including Renewals (BJ Wholesale, Costco, Sams, Amazon Prime, etc…)
Authorized use of the SPCC is limited to the person whose name appears on the face of the card. The SPCC must not be loaned to another person. If a cardholder knowingly allows another person to use the card, the named cardholder’s privileges will be revoked for a minimum of 30 days. This does not preclude a cardholder from placing an order with a vendor by telephone or electronically and then sending a representative to claim the items ordered.
The SPCC should be kept in an accessible but secure location. The account number must not be posted or left in a conspicuous place and may not be faxed, emailed or mailed to vendors. If the SPCC is lost or stolen, the cardholder must immediately notify the originating bank for the card (currently Bank of America Visa) by calling the number on the reverse of the card (888-449-2273) and also notify the agency’s Program Administrator at 540-654-1127. The Commonwealth of Virginia is liable for the use of the purchasing card by authorized users, provided that use is within the single per transaction dollar limit not exceeding $5,000. The Commonwealth does not accept liability for the following:
- Unauthorized use of the SPCC.
- Account numbers that are fraudulently used.
- Purchases made with stolen or lost cards that are beyond the maximum limit of $50 and the maximum length of liability of 24 hours after discovery and reporting of card loss or theft.
Invoices being processed by SPCC or Gold Card must be paid 30 days from the date UMW receives the invoice. It is important to date stamp the invoices when you receive them. That date begins the 30 day countdown. If it is past 30 days the cardholder must follow the steps below to obtain DOA approval before moving forward with payment processing.
Email the SPCC Program Administrator the following information:
- Cardholder Name
- Approver Name
- Last 4 Digits of the Card being used
- Vendor Name
- Invoice Date
- Invoice Number
- Invoice Amount
- Justification for the Request
- Attach a Copy of the Invoice Received
Once the Program Administration (PA) receives approval from DOA, the cardholder will receive an approval email from the PA that must be kept in the cardholders SPCC file.
Cardholders should follow these steps to make a purchase using the SPCC:
- Identify a vendor that sells the goods and services needed and accepts the SPCC. Preference should be given to State contract vendors and small business vendors whenever possible. Buyer Specialists will provide guidance in selecting vendors upon request.
- Place the order through eVA if the vendor is registered. Cardholders may also place orders by phone, in person or online.
- Provide the account number and expiration date to the vendor. The account number and spending limit will be verified with the card company. If, for any reason, the card company denies the transaction, do not allow the vendor to circumvent the denial. Contact the Program Administrator for assistance.
- Upon delivery, compare the sales receipt or packing slip to the purchase in Works. Retain all documentation pertaining to the purchase including receipts, quotes from small business vendors and eVA orders in your purchasing file. If replacement documentation (e.g., receipt) is needed, the vendor must be contacted within 60 days of the purchase.
If an item needs to be returned for any reason, the cardholder should send the item back to the vendor in the manner agreed upon. Credits for returned items must be applied to the card used to make the original purchase. Store credit is not authorized.
Credits should be signed off in Works and a credit receipt should be requested from the vendor and should be kept in the purchasing file.
If the cardholder and the vendor cannot resolve an issue, the cardholder should dispute the transaction with the card company. The card company will investigate the dispute and assist with resolution.
Cardholders must reconcile their purchasing file and receipts to the monthly charge card statement. The billing cycle ends on or about the 15th of each month. At the end of the cycle, cardholders should login to their accounts in Works and print a copy of the statement.
Please Note: It is the responsibility of the cardholder to ensure that all invoices, receipts and relevant forms/documentation are located within the SPCC folder for the corresponding billing cycle.
Dates of service and itemized descriptions are required for Prepays and items charged to an account code beginning with 72. A reminder will appear in the column labeled Pre Pay Dates/72 Itemized Desc. and this reminder should be replaced with the appropriate information for that charge.
A list of Prepay Items are found on the Accounts Payable Pre Payments Page.