Credit Limits
Various credit limits are placed on P-Cards including a (1) single transaction limit, and (2) monthly limit. Default credit limits of (1) $1000.00 per transaction, and (2) $5000.00 monthly will be placed on most P-Cards. However, different credit limits may be placed on an individual’s P-Card in unique situations. When making a purchase with the P-Card, cardholders must ensure that freight and tax are included in the total purchase price to ensure credit limits are not exceeded. Also, purchases of, or payments for, a single item may not be split into multiple transactions to avoid credit limits placed on a P-Card account. Under no circumstances can a purchase of more than $25,000 be made for one single transaction. This limit is set by the State Purchasing Officer.
Product Purchases are NOT Tax-Exempt
CCC is not a tax-exempt organization. Tax must be applied to all product orders (goods) even if the vendor attempts to sell the product as tax exempt. If the vendor does not charge sales tax, we must pay it to the NCDOR.
State Term Contracts
It is CCC’s policy to purchase items from suppliers noted on the various state contracts. It is important to note that State Term Contracts are awarded by the products sold on a specific State Term Contract, not the supplier. However, specific suppliers are awarded the right to sell those products to North Carolina agencies, including community colleges. For example, specific furniture items are sold on State Term Contracts with multiple furniture dealers being awarded the right to sell the furniture items available on a particular State Term Contract. It is the cardholder’s responsibility to search the Purchase & Contract website to verify whether a state contract is available for the type of commodity that they want to purchase BEFORE the product is purchased. State Term Contracts available for use by North Carolina agencies can be viewed by visiting the following: State Term Contracts.
Note: Most State Term Contracts are mandatory (e.g., use by NC agencies is required). However, some are considered “convenience contracts” meaning NC agencies have the option, but are not required, to use them. If you have a question about the required use of a specific State Term Contract, contact Purchasing. As a Community College, we have the purchasing flexibility to purchase without a state contract if we find the exact or equivalent item somewhere else for less including shipping and sales tax. Copies of more expensive items on state contracts must be submitted with receipts.
Equipment
Since Carteret Community college must follow a set process to determine annual equipment purchases, equipment cannot be purchased with the P-Card unless approved by CFO/VP of Finance & Administrative Services and the Purchasing Agent. Except for special circumstances that are approved prior to purchase, any equipment purchases with a p-card must go through the purchasing agent. Additionally, high-risk items such as computers, PC’s, laptops, I-pads, or other similar devices that are under $1000 shall not be purchased with the P-Card without prior approval by CFO/VP of Finance & Administrative Services and the Purchasing Agent.
CCC defines equipment as a material unit that retains its original shape and appearance with use, it is nonexpendable, it represents an investment of money that makes it feasible and advisable to capitalize the item and it does not lose its identity through incorporation into a different or more complex unit or substance.
Please refer to the CCC Purchasing Procedures for further explanation of what constitutes equipment and high-risk equipment.
Amazon
All purchases must be made through the college-maintained Amazon business account, not personal Amazon accounts. You must contact the Purchasing Agent and request a login to access the college business account to make purchases. Purchases made on behalf of the College must be delivered to the College Shipping & Receiving office. College purchases are not to be delivered to your home or other campus locations. You will enter your P-Card account as the form of payment and must forward a copy of the receipt to the Shipping & Receiving office to inform them of the expected shipments and the appropriate recipient. You are responsible for verifying the purchase is complete and that all items are in good and acceptable condition. If there is a dispute or discrepancy, you must deal with the supplier to rectify.