Procurement Card Program Procedures and Guidelines Manual
Office Supply Contract Rules
For PCard documents see the Forms page.
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.
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 the US Bank website to the grant account..
Additional Paperwork Requirements
When processing your monthly PCard transaction log, additional paperwork is required for the following:
- Conference Registrations
Write the Travel Authorization (TA) number on the purpose label for the PCard log.
- Food Purchased from an Outside Source
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.
- 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 PCard 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.