Charge Card Program
At 51ºÚÁÏ, the Small Purchase Charge Card Program (SPCC) is your go-to tool for making everyday business purchases in a fast, secure, and cost-effective way.
The Small Purchase Charge Card program is designed specifically for faculty and staff who make purchases on behalf of the University. By using the card properly, employees help ensure that we stay in compliance with state procurement policies while saving time, reducing paperwork, and supporting efficient operations.
Whether you're buying supplies, paying for registrations, or placing an order with a vendor in eVA, the SPCC gives you the flexibility to manage small-dollar purchases easily.
Overview of the SPCC
The Small Purchase Charge Card (SPCC) is a Visa credit card issued through Bank of America and used exclusively for official University business purchases. It allows authorized employees to make transactions up to an approved dollar threshold per purchase. The SPCC is accepted by most vendors, both in-store and on the eVA Procurement System, and is designed to speed up the purchasing process, reduce paperwork, and promote timely vendor payments. All transactions are tracked through the for transparency and reporting.
Cardholder Eligibility and Responsibilities
The SPCC is issued to authorized 51ºÚÁÏ faculty and staff who have completed the required training and received proper approval from their department and Procurement Services. Cardholders are responsible for safeguarding their card and ensuring every purchase complies with University and state procurement policies. Misuse or failure to follow procedures can result in disciplinary action or card suspension.
Allowable Purchases
Cardholders can use the SPCC for routine business expenses such as office and instructional supplies, conference registrations, small non-IT equipment, printing services, and approved subscriptions or memberships. These purchases must directly support University operations.
Please note that some items are restricted or require prior approval, such as IT-related goods, gift cards, direct purchase with Amazon, or any form of travel expense. If you are unsure whether a purchase is allowed, contact the Office of Procurement Services Charge Card Administrator at chargecard@vsu.edu before using your card.
Reconciling Transactions
After each transaction, cardholders must log into the to reconcile purchases. This includes reviewing charges, uploading all supporting receipts, assigning appropriate accounting codes, and submitting the report to their supervisor for approval by the monthly deadline. Timely reconciliation ensures accurate budget reporting and helps prevent card misuse. Repeated failure to reconcile on time may result in the loss of SPCC privileges.
Roles & Responsibilities
To ensure the program runs smoothly and remains compliant with state and University policies, it is important to understand the responsibilities of all key participants in the SPCC process:
Program Administrator (Procurement Services):
- Manages the overall charge card program for the University
- Issues new cards and processes cardholder changes or cancellations
- Ensures training is completed before card issuance
- Monitors transactions for compliance and proper use
- Conducts periodic audits and provides guidance on policy updates
- Acts as liaison between 51ºÚÁÏ and the Department of Accounts (DOA)
Cardholder:
- Completes required training prior to receiving the card
- Uses the card only for official University business expenses
- Ensures purchases are allowable, reasonable, and within the transaction limit
- Keeps receipts and supporting documentation for each transaction
- Reconciles transactions in within the monthly deadline
- Reports lost or stolen cards immediately
- Reports any fraudulent usage
Supervisor/Approver:
- Reviews and approves all transactions submitted by the cardholder
- Confirms purchases are appropriate and charged to the correct Banner financial accounts
- Ensures reconciliations are submitted on time and include complete documentation
- Notifies the Office of Procurement Services Charge Card Administrator of any concerns or misuse
- Supports accountability and compliance across their department
Training and Support
Before receiving a charge card, employees must complete SPCC training provided by Procurement Services. Ongoing support is available through refresher sessions each semester, individual consultations, and step-by-step guides on using Works and navigating policy updates. Our office is committed to helping you succeed with the proper use of the card. You may also visit the Office of Procurement Services portal for guides and updates.
Visit Page for training and support .
Helpful Resources
- 51ºÚÁÏ SPCC Policy (PDF)
Need Assistance?
The Procurement Services team is here to help you with any questions or support related to the SPCC program.
Email: chargecard@vsu.edu