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.
It also benefits 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.
Using the P-Card
Please read the following information about the P-Card to help your department understand the rules and regulations for using the P-Card.
Office of Sponsored Programs and Grants must approve P-Card applications for grant accounts.
Additional Paperwork Requirements
When processing your monthly P-Card transaction log, additional paperwork is required for the following:
- Conference Registrations
Attach a copy of the Travel Authorization (TA) to the P-Card log.
- 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.
- Promotional Items
Attach a list of recipients who received these items to your P-Card log.
Attach an email or memo from ITS (Paula Lamb) showing they have approved the purchase.
- Individual Membership Fees
Attach a memo from the Dean or Chair approving the membership (see the guidelines for more information).