7.5.7 Low Value Purchases

7.5.7

Low Value Purchases

Last Update Approved: November 6, 2013

Edited/Revised: July 8, 2015

Revised Effective: August 7, 2015

Overview

The p-card program was developed to streamline requisitioning, procurement, receiving and payment processing for low-value purchases.

This procedure provides guidelines pertaining to the purchase of low value items using personal funds and the method of seeking reimbursement for these expenditures. This type of purchase is discouraged. These purchases should be made using the purchasing card.**

Procedures

Items on purchasing contracts or mandatory source items are prohibited from this category of purchase and are to be requisitioned in accordance with other subject areas of this manual.

Reimbursement from MGA Cashier or Department Petty Cash

The following criteria must be met for the cash receipts to be considered for reimbursement:

  1. The receipt is to be the vendor’s normal and customary receipt for cash transactions. An original receipt is required.
  2. The receipt must reflect the vendor’s name, date of purchase, quantity, description, price of items purchased and the total amount paid.
  3. The receipt must be approved at the department level by someone with Requisition approval authority. The person’s signature on the receipt is sufficient. Approved receipts must be submitted to the Cashier’s Office.
  4. Receipts should be hand delivered to the Cashier’s Office for actual reimbursement. The person requesting reimbursement must sign for receipt of the reimbursed funds.

*Any employee reimbursement request for expenses over $50.00 must go through the Peoplesoft Expense Module and an expense report submitted.

**Any Employee or Department that receives more than 1 reimbursement a month on a regular basis should obtain a MGA P-Card.