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Small Purchase Charge Card

In an effort to streamline purchasing and accounts payable steps and sharply reduce paperwork, the Commonwealth has established a contract allowing agencies and institutions to use charge cards for transactions up to $5,000 for the purchase of goods and services.  Unlike the typical consumer charge card, this program incorporates the features of corporate charge cards designed for business use.

Virginia State University's Purchasing Department has been charged with providing the campus community with capabilities of procuring goods and services that will make the purchasing process less cumbersome and more efficient.

The Purchasing Department clearly understands the vital role that the success of good customer service and satisfaction plays. This point is of critical importance to Virginia State University because the success of the University is dependent upon being able to meet the demands of the campus community. 

The University has decided to take part in the American Express Small Purchase Charge Card (SPCC) Program that will give the cardholder the ability to order directly from suppliers, either in person or over the telephone.  The benefits include:

• Reduction of purchase orders or requisition forms, which saves time and money
• Faster, more accurate delivery
• Monthly reports to track spending more accurately.

This will allow Accounts Payable to receive only one invoice for numerous low dollar purchases instead of hundreds of invoices.  The Purchasing Department can set and monitor policy and negotiate with suppliers to achieve lower costs, better quality products, and terms and conditions in the best interest of our students, faculty and staff.

The SPCC is a charge card-based system used to purchase low value, non-strategic items.  Some typical examples include:

• office supplies
• computer software and accessories
• books and subscriptions
• classes and seminars
• day planners
• miscellaneous materials

The SPCC shall only be used to purchase low dollar goods and services for Virginia State University operations, maintenance, and repairs, within a $1,000 limit per transaction and $5,000 per month in total transactions.  This card is not interchangeable with the American Express Corporate Travel Card.  Therefore, business or entertainment expenses may not be placed on the SPCC.  In order to maximize the reduction in administrative costs, card users are encouraged to make concerted efforts to utilize vendors who accept the SPCC. 

Small Purchase Charge Card Policy

The intent of Policy 505, "Small Purchase Charge Card Program," is to ensure that the faculty and staff of the University utilize the SPCC in a fiscally responsible manner. 

If you do not have an American Express Small Purchase Charge Card or have any questions about the program, please contact Ms. Gloria Taylor at (804) 524-5736.

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