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Becoming a Cardholder
Who Should Have a Purchasing Card
Purchasing cards (P-Cards) can be issued to individual OSDH employees who are directly involved in the purchasing of goods and services for their program areas. These are employees who normally generate requisitions as part of their daily work assignments.
When considering an assignment of a new P-Card to an OSDH employee, the following factors are considered:
Final consent for employees seeking approval to receive an OSDH P-Card rests with the Chief of Procurement Service and the Deputy Commissioner of the prospective employee’s program area.
Types of P-Cards
Although the statute restricting a P/card to use for standard, statewide contract, or travel transactions no longer exists, by practice cardholders are generally issued a card for a specific purpose. Most cardholders are issued a card that may be used for standard (open market) and statewide contract purchases with a maximum single transaction limit of $5,000.00. Individuals designated as agency travel coordinators may be issued a card that may also be used for the purchase of airfare and lodging. The travel coordinator and his/her deputy area may choose to use the P/card exclusively for the purchase of allowable travel-related expenses (airfare, lodging, and registration fees). Some individuals may be issued cards with a higher single transaction limit for the purpose of making acquisitions from statewide contracts. Individuals with a single transaction limit higher than $5,000.00 are responsible for ensuring purchases made from statewide contracts at the higher amounts are valid statewide contract purchases. Generally, the only cardholders with purchasing authority at this level will be cardholders working in Procurement Services. The actual single-purchase and total monthly purchase limits are set by the P-Card Administrator based on the needs and requirements of each service area.
The P-Card applicant must have an approving official (normally their supervisor) who is in a job position one level higher than his or her own. It is the responsibility of the approving official to review the p-card documentation for accuracy and completeness and to verify that the transactions were appropriate and conducted in accordance with State Statutes, DCS rules, the OSDH Internal Purchasing Procedures, and solid business practices.
Mandatory Employee Status for P-Card Program Participants
Employees serving as a P-Card holder or an approving official must be full-time or part-time employees of the Oklahoma State Department of Health. Temporary or contract employees cannot serve in either role.
Steps to Become a P-Card Holder or Approving Official
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