To assist in selecting the proper form, purchasing card forms are segregated
into 2 groups. Forms used to submit or revise data
sent to Citi are found in Group One. Forms relating to documentation required by
the Purchasing Card Operations Section for general use of the card are found in
forms must be submitted to the Purchasing Card Operations Section for
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Program Coordinator Setup Form
Cardholder Maintenance Form
Approving Official Setup
Unauthorized Card Use Affidavit
Policies & Procedures
July 1,1998, purchases of goods and approved services which do not exceed the
transaction limit, may be paid for by using the State of West Virginia
Purchasing Card. The Purchasing Card was established to provide a more
efficient, cost-effective method of purchasing and paying for small dollar
cardholder is obligated to follow all rules as stated in the Purchasing Card
Policies and Procedures. The purchasing card is for official state use only.
Personal charges are not allowed.
Purchasing cards are issued to employees at the request of the Coordinator by
delegated authority from the chief fiscal officer or department head. All
transactions must be authorized by VISA. If a purchase exceeds the transaction
limit, the transaction will be denied. Receipts and other transaction
documentation are to be retained by the spending unit.
Each spending unit will determine how the purchasing cards will be used
consistent with these policies and procedures. Each spending unit will develop
guidelines for distribution to cardholders.
If an agency consistently does not follow the Purchasing Card Policies and
Procedures, the agency may be dropped from participation in the program.
Purchasing Card Policies and Procedures Manual
( Revised - September 2011 )
3rd Party Payment Processor Agreement
Tax Exemption Certificate
Vendor Complaint Form
Sample P-Card Travel Settlement Summary Form