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Policies and Procedures

Procedure 1252.1 – Obtaining a Purchasing Card

Effective
January 1, 2000
Last Updated
September 18, 2017
Responsible University Officer
Director of Purchasing Services
Responsible Unit
Purchasing Services

Procedure Statement

In order to obtain a University Purchasing Card (P-Card), several forms must be completed. A P-Card is issued after the necessary forms are approved and the cardholder has completed the online training and passed a test. Cardholders must sign an agreement before the P-Card can be issued.

Reason for Policy

Accounting Services or the Budget Office will approve the requested default account per the application. The individual will then be required to complete a mandatory online training session covering the use of the card and all applicable restrictions. The card will be picked up once the training quiz (at the end of online training presentation) has been passed.

Departmental restrictions may be added to an individual card as follows:

Limit dollar amount per purchase (single transaction limit)

Limit dollar amount per billing cycle (monthly transaction limit)

Note: The recommended default limit for each of these is $5,000; however, any (lower) amount can be used to meet department requirements.

Frequently Asked Questions

Q. How long does it take to get a P-Card?

A. It takes approximately 10 business days to acquire one.

Q. Does my P-Card application need to be approved?

A. Yes, your P-Card application is sent to Accounting Services or Budget Office for default account approval.

Q: Can a grant account (5-XXXXX) be a P-Card default account?

A. No, you have to use a departmental overhead account or trust account.

Forms and Instructions

  • Each card applicant and reconciler must complete the Systems Access Request process, which grants access to ConnectCarolina.
  • The department must then submit a P-Card Application form for each card requested. The application form must be signed by the cardholder requesting the card and the department business manager.

1252.1.1f – P-Card Application Form

1252.1.2f – P-Card Cardholder Account Maintenance Form

1252.1.3f – Purchasing Card Warning Violation Form

Related Data

Systems Access Request

History

Revised:
September 18, 2017 - Replaced Purchasing Card Application to correct errors in the application form.
January 30, 2013