# Campus Credit Card

# Procurement Card

<article id="bkmrk-what-is-a-p-card%3F-th">## WHAT IS A P-CARD?

The State Procurement Card, also known as the P-Card, is a credit card that each department will use to purchase low-dollar, supply items. The P-Card program is designed to help better manage these purchases.

</article><article id="bkmrk-when-entering-concur">**When entering Concur descriptions and comments, please do not use double quotes (“ “) when entering a word or phrase, such as “Mentor Monday”.**

**Also, do not use the pipes symbol (|). The pipes symbol is located on the same keyboard key as the backslash symbol. These symbols cause errors when Concur information is fed over into Banner.**

 **If you have any questions, please contact Mike Smith at 870-680-4230 or <mismith@astate.edu>.**

**INSTRUCTIONS AND FORMS FOR P-CARD**

</article><div id="bkmrk-approving-p-card-sta">- [Approving P-Card Statement Reports](https://www.astate.edu/contentAsset/raw-data/290a6012-8f67-4058-95fb-51d2fde33657/fileAsset?byInode=true&force_download=true)
- [P-Card Reconciliation Guide](https://www.astate.edu/contentAsset/raw-data/32a34e6f-0c68-47f4-a558-8d88cc935901/fileAsset?byInode=true&force_download=true)
- [P-Card Delegation Form](https://www.astate.edu/dA/6cb56aaad5/PCARD%20DELEGATED%20USER%20FORM%20-%202024.pdf?language_id=1)
- [Pcard Nonallowables](https://www.astate.edu/dA/f98cc372ce/PCARD%20NONALLOWABLE%20PURCHASES%202022.pdf?language_id=1)
- [PCard Allowables](https://www.astate.edu/dA/e517571dfa/PCardAllowables2020.pdf?language_id=1)
- [PCard Application](https://www.astate.edu/dA/a26c9c3429/PCARD%20APP%20Feb%202022.pdf?language_id=1)
- [Credit Limit Increase Request](https://www.astate.edu/dA/fcc4646d2d/PCARD%20INCREASE%20FORM%20Aug%202022.pdf?language_id=1)
- [Gift Card Request Form](https://www.astate.edu/dA/23aa7e4412/gift-card-request-form.pdf?language_id=1)
- [Student Prize Form](https://www.astate.edu/dA/6605f8d726/student-prize-form%20(1).pdf?language_id=1)

</div><article id="bkmrk-benefits-pcards-bene">### Benefits

P-Cards benefit the departments, the University, and our vendors by allowing easier access to purchases and eliminating the need for a purchase order. The P-Card 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 P-Card. 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 P-Card transaction log, additional paperwork is required for the following:

- **Food Purchased from an Outside Source**
- A completed food purchase form must be attached to your transaction log. The P-Card cannot be used for restaurants or catering services, with the exception of Sodexo.
- **On-Campus Events** The Food Purchase for On-Campus form MUST be approved by dining services for food can be purchased.
- **Off-Campus Events** Use the Food Purchase for Off-Campus form for events held off campus. These purchases must be approved by the Director of Procurement before purchase.

- **Promotional Items**  
    All purchases for promotional items must be made from a CLC vendor. If the purchase is not made from a CLC vendor the holder is responsible for reimbursement to the P-Card account 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 membership.

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