What do I do if there is no contract for a purchase?
Additional GFE codes apply to GL71 when no statewide contract is available (GFE3-5). Please review the resources available online regarding GFE Comment Codes, and remember that DAS Purchasing can help with any questions about choosing the correct GFE code.
How do I document SBE/MBE efforts for each purchase?
Select the GFE Comment Codes that matches your supplier situation. If the supplier is on contract, use GFE1–GFE2; if not, use GFE3–GFE4.
Which purchase log should be used for Travel P-Card transactions?
Use the CO-503D department P-Card log.
Will Core-CT rights change to allow uploads?
Yes. Core-CT roles and proxies are being updated so cardholders and designees can upload documentation. If access issues come up, please reach out to:
- das.co-1092fin@ct.gov – for access to the Procurement Cards section in Core-CT
- das.pcardcoordinator@ct.gov – for designee access or other P-Card–related role needs
Is the 5-day upload rule based on purchase date or statement date?
Uploads must occur within 5 days of the purchase date.
What if a cardholder is on vacation and cannot meet deadlines?
Assign a designee to help meet documentation requirements.
What are designee and backup roles?
They assist in uploads and compliance tasks but may not use the P-Card.
How long before transactions appear in Core-CT?
Transactions appear three days after the posted date.
Should invoices be uploaded?
Upload invoices only if the receipt lacks purchase detail information.
Do requirements apply only to DAS/SmART?
Procedures apply to DAS and all SmART agencies; OSC digitization rules and SBE/MBE requirements apply statewide.
Can supervisors approve PO changes?
This depends on internal workflow. Account codes must be added before purchases are made.
Are service fees allowed?
While Connecticut Public Act 24-142 (Sec. 28) prohibits standard commercial businesses from adding credit card processing fees or surcharges, government entities, courts, and municipalities are explicitly excluded from this restriction.
How are exceptions handled for prohibited purchases?
Requests for exceptions must be submitted for approval prior to purchase to designated P-Card administrators at osc.PCard@ct.gov & PCardtransdas@ct.gov
How to document purchases with multiple account codes?
Include a note identifying the PO line number associated with the transaction.
Why were P-Card rules updated?
The P-Card changes were implemented to comply with Public Act 25-156, which requires all agencies to digitize and upload receipts into Core-CT as part of a statewide effort to strengthen accountability and standardize P-Card procedures. OSC also updated its policies to increase oversight, prevent misuse, and ensure consistent documentation across agencies.
The new SBE/MBE requirements stem from Public Act 25-168, Section 200, which took effect on July 1. This law replaces the previous fixed agency set-aside structure with statewide, aspirational SBE/MBE spending allocation goals, guiding agencies to consider and document good=faith efforts to include certified small and minority owned businesses in purchasing decisions.
How should delayed delivery online orders be handled?
Upload the receipt within 5 days of purchase; upload the packing slip when the item arrives.
