P-Card
University Purchasing Cards (P-Cards) provide departments with real-time access and convenience to conduct small-dollar purchases.
In general, departments should use P-Cards for pre-payment and online purchases, including:
- Goods under $1,500 (e.g., subscriptions, books, professional dues)
- Travel expenses (e.g., conference registrations, airline ticket purchases)
- Hosting expenses (e.g., taking a guest lecturer out to dinner)
All capabilities, limitations, and restrictions are covered in the P-Card section of the Purchasing Policy.
Review, reconcile, and approve through Chrome River.
Dispute charges or view declined transactions through Works.
Roles and Responsibilities
University employees who handle P-Cards hold one of the following roles:
- Cardholders use P-Cards to make purchases that will be charged to specific account funds.
- Delegates reconcile cardholder purchases, charging them to appropriate fund accounts and then recording all documentation for each purchase.
- Approvers review and approve reconciled P-Card payments.
To become a P-Card Cardholder, Delegate, or Approver, follow these steps:
Review the P-Card Policy
Review the P-Card Policy to learn about the P-Card's capabilities, limitations, and restrictions.
Complete P-Card Training
You must complete P-Card training in order to become a cardholder, reconciler, or approver.
Request a
P-Card
Complete this form to request to be a P-Card cardholder, delegate, or approver. You must complete training first.
Documentation
- Missing Receipt Affidavit: Submit this in place of any missing receipts when uploading reconciliation documentation into the easy image uploader.
- P-Card Increase Request: This form allows you to request a monthly or transaction limit increase for your P-Card.
- Reimbursing for Personal Purchases: Complete this form when a cardholder accidentally makes a personal purchase/charge using a P-Card. This form help us identify the personal charge so you can pay the University back and reconcile the deposit.