BPW Advisory 1998-1 Corporate Purchasing Card

Purpose:  To instruct procurement agencies concerning the use of Corporate Purchasing Cards.

Policy:  

  1. For single purchases valued at $5,000 or less, a State buyer MUST use the State’s Corporate Purchasing Card unless the vendor cannot accommodate purchasing card transactions. 
  2. For single purchases valued at more than $5,000, a State buyer MA​Y NOT use the Corporate Purchasing Card without specific authorization from the Comptroller’s Office.

Prohibited:

 Regardless of amount, State buyers MAY NOT use the Corporate Purchasing Card for:

  • Cash advances or cash equivalents
  • Gift cards
  • Any purchase restricted in the Comptroller’s Corporate Purchasing Card Program Policy and Procedures Manual

Policy and Procedures Manual:  CPC purchases must be made consistent with the Corporate Purchasing Card Program Policy and Procedures Manual found on the Comptroller's Forms and Manuals page.

Procurement Requirements:  All CPC purchases must be conducted in accordance with Category I small procurement regulations (COMAR 21.05.07) and be consistent with control agency delegations.  Payments for employee travel are not procurements.  

Competition:  State agencies are encouraged to seek more than one price quote and to solicit from certified minority-owned businesses and small businesses.  

Documentation:  

For verbal transactions (e.g., telephone order), COMAR requires:

1. Name and telephone number of purchaser.
2. Date of contract award. 
3. Name and address of vendor. 
4. Receipt, invoice, repair order, packing slip, or voucher.
5. Brief description of item procured.

For written transactions (e.g., a request for quotes), COMAR requires:

1. Name and telephone number of purchaser. 
2. Date of contract award.
3. Name and address of vendor.
4. Purchase order or contract.
5. Invoice and receiving documentation. 
6. Brief description of item procured. 
7. Copy of written solicitation.  
8. Copy of bid board or newspaper notice, if used. 

Documentation is to be maintained in accordance with the agency's Records Retention and Disposition Schedule (COMAR 14.18.02) and the Comptroller's Corporate Purchasing Card Program Policy and Procedures.  
 

Implementation and operational questions concerning this Advisory may be addressed to the Comptroller's General Accounting Division's Corporate Purchasing Card Coordinator Gerard Mueller (410.260.7520).

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