P-Card Information

Benefits

PCards benefit the departments, the University, and our vendors by allowing easier access to purchases and eliminating the need for a purchase order. The PCard will be issued to designated, full-time employees in each department to enhance University and departmental effectiveness and economy of operations.

Grant Accounts

Office of Programs and Grants no longer allows a grant account to be used as the default account for a PCard.  The department must use their supplies and services account as the default account and then reallocate in Concur.

Additional Paperwork Requirements

When processing your monthly PCard transaction log, additional paperwork is required for the following:

• Food Purchased from an Outside SourcePurchases
• A completed food purchase form must be attached to your transaction log. The PCard cannot be used for restaurants or catering services, with the exception of Sodexo.
Prepackaged
• On-Campussnacks, Events
  The Foodcoca Purchasecola forproduct On-Campus formdrinks, MUSTand be approved by dining services for foodcoffee can be purchased.
purchased
• Off-Campuswith Events
  Usethe the Food PurchasePCard for Off-Campus formstudents forand eventsguests held off campus. only. These purchases must be approved by the Director of Procurement before purchase.
• Promotional Items
  All purchases for promotional items must be made from aan CLCAffinity licensed vendor.  If the purchase is not made from aan CLCAffinity vendorvendor, the holdercardholder is responsible for reimbursement to the PCard accountUniversity for the amount of the purchase.  This reimbursement must be done with Foundation or other private funds.
• Individual Membership Fees
  Attach a memo from the Dean signed by the Vice Chancellor or Director approving the individual membership. Institutional memberships do not require a memo. 
• Gift Cards
• An approved Gift Card Request Form is required for any gift card purchases.