Policy Number 2015-010 Central Procurement Office Statewide Purchasing Card Policy and Procedures Revised: December 14, 2017 Prepared by: The Central Procurement Office of the State of Tennessee 1. PROGRAM OVERVIEW. The of Tennessee Purchasing Card Program streamlines the State’s payment process for goods and services by eliminating the administrative burdens and costs associated with the State’s traditional payment methods. The Program’s objective is to simplify the documentation necessary for State Agency purchases by placing P-Cards in the hands of Cardholders. Cardholders may use the P-Card to purchase the types of goods and services subject to this Policy. Personal purchases are prohibited and all rules, policies, and procedures of the Central Procurement Office applicable to the procurement of goods and services must be followed unless exempt. 2. DEFINITIONS. Term Contract” a State Agency contract in which a source or sources of supply are “Agency established for a specified period of time at an agreed upon unit price or prices. means the entity issuing the State’s P-Card or any of its subsidiaries as the context may “Bank” require. means the State Agency employee who is issued a physical P-Card to initiate “Cardholder” payments on behalf of the State. Agreement” means the document signed by the Cardholder to verify that he or she “Cardholder completed P-Card training, received a copy of and understands this Policy. Application” the application completed by the Cardholder that is approved by “Cardholder the Cardholder Supervisor and the State Agency P-Card Program Coordinator that is required before a P-Card Account will be assigned to a Cardholder. Supervisor” means the State Agency employee with supervisory authority over the “Cardholder Cardholder. Fiscal Office P-Card” means the P-Card assigned to a Cardholder with a Single “Central Transaction Limit of up to fifty thousand dollars ($50,000). Procurement Office” or means the State office established and empowered by “Central “CPO” Tenn. Code Ann. § 4-56-104. (Credit) Limit” means the spending limit that restricts the total value of purchases a “Cycle Cardholder can make in one billing cycle.
Policy Number 2015-010 Central Procurement Office Statewide Purchasing Card Policy and Procedures Revised: December 14, 2017 Prepared by: The Central Procurement Office of the State of Tennessee 1. PROGRAM OVERVIEW. The of Tennessee Purchasing Card Program streamlines the State’s payment process for goods and services by eliminating the administrative burdens and costs associated with the State’s traditional payment methods. The Program’s objective is to simplify the documentation necessary for State Agency purchases by placing P-Cards in the hands of Cardholders. Cardholders may use the P-Card to purchase the types of goods and services subject to this Policy. Personal purchases are prohibited and all rules, policies, and procedures of the Central Procurement Office applicable to the procurement of goods and services must be followed unless exempt. 2. DEFINITIONS. “Agency Term Contract” a State Agency contract in which a source or sources of supply are established for a specified period of time at an agreed upon unit price or prices. “Bank” means the entity issuing the State’s P-Card or any of its subsidiaries as the context may require. “Cardholder” means the State Agency employee who is issued a physical P-Card to initiate payments on behalf of the State. “Cardholder Agreement” means the document signed by the Cardholder to verify that he or she completed P-Card training, received a copy of and understands this Policy. “Cardholder Application” the application completed by the Cardholder that is approved by the Cardholder Supervisor and the State Agency P-Card Program Coordinator that is required before a P-Card Account will be assigned to a Cardholder. “Cardholder Supervisor” means the State Agency employee with supervisory authority over the Cardholder. “Central Fiscal Office P-Card” means the P-Card assigned to a Cardholder with a Single Transaction Limit of up to fifty thousand dollars ($50,000). “Central Procurement Office” or “CPO” means the State office established and empowered by Tenn. Code Ann. § 4-56-104. “Cycle (Credit) Limit” means the spending limit that restricts the total value of purchases a Cardholder can make in one billing cycle.
Statewide_P-Card_Policy_2015-010_final_copy_updated_12.14.17.docx