PCards

P Card

P Card Application Form 

  • The University P Card is the preferred payment method when not using U Market - and is the only allowable method for making business related purchases, other than EFS purchase orders. CLA accountants are no longer accepting personal credit card reimbursement purchases for business expenses - ( this includes; books, office supplies, etc.,)  MN Sales tax should always be omitted from purchases. Here is the University tax exempt certificate that can be given to any vendor. 
  • The complete list of allowable purchases and complete P Card policy can be found here  Please note ***PCards can no longer be used on Amazon as they have been added to UMarket as a punchout purchasing page. Department  preparers can assist with any U Market Amazon purchases.
  • Reporting lost, stolen or fraudulent charges must be made US Bank (800-344-5696) and the PCard Program ([email protected]) immediately - by the P Card holder. US Bank will not speak to any one other than the P Card holder. 
  • P Card reconcillation must occur within 30 days of the original purchase and receipts may be given to preparer or uploaded via MY U >My Wallet. All receipts MUST be signed. 
  • For all further questions or Inquiries on anything CLA P Card related - best contact is CLA PCard Department Card Administrator (PCard DCA): Rochelle Emmel ([email protected]) - handles all PCard applications, temporary PCard spending limit increases, PCard change of address/name or cancellation, etc.

NON Allowable P Card Purchases - No Nos!

  • Alcohol
  • Capital equipment
  • Cash advances
  • Consultants or professional services
  • Lodging expenses
  • Travel meals (should be paid for out-of-pocket and reimbursed at the appropriate per diem rate)
  • Radioactive materials
  • Research animals
  • Personal expenses of any kind
  • Any item not allowed by cardholder department policies or procedures.
  • Any item not allowed by sponsoring agency.
P Card

Allowable Expenses

  • Airfare
  • Books
  • Car rental
  • Catering charges, excluding alcohol
  • Computer equipment
  • Conference registration fees
  • Copiers, leases, supplies
  • Copying services
  • Dues and memberships
  • Duplication
  • Hospitality, excluding alcohol (refer to Administrative Policy: Hospitality and Entertainment of Non-Employees for details.)
  • Lab charges
  • Mailers, shipping, courier companies
  • Non-travel supply items, conference supplies, books, etc.
  • Office supplies/materials
  • Office water coolers
  • Publications
  • Subscriptions

Verification and Approval of Procurement Card Activity

  • PCards should not be used for travel and are separate from TCards. 
  • PCards cannot be used for lodging or meals. Use the per diem wizard instead.  
  • PCard transactions must be reconciled and approved within 30 days of the transaction posting in EFS. Transactions not reconciled within 60 days may result in suspensions or card cancellation. 
  • To ensure your PCard is reconciled efficiently, you should:
    • Navigate to MyU > Purchasing Tab > My Wallet to view posted transactions;
    • Attach receipts and documentation;  
    • Provide a justification for each purchase made;
    • Provide ChartField string(s) where the expense should be recorded;
    • Provide signed and detailed receipts or images of detailed receipts for each transaction.

Resources 

Using the University Procurement Card (University Policy)
Using the University Procurement Card FAQ
Examples of Allowable and Unallowable Purchases
Change in Status of Procurement Card (lost or stolen)
Procurement Card Dispute/Resolution Process
Procurement Card Application Process