Policies and Procedures
Policy 1252 – Small Order Purchase via Purchasing Card
January 10, 2000
January 3, 2018
December 14, 2017
Director of Purchasing Services
Purchasing Services administers the University's Purchasing Card (P-Card) program according to the regulations established by the State of North Carolina Division of Purchase and Contract. The P-Card can be used to procure goods or services allowable under the Small Order Policy, and provides an efficient means of acquiring and paying for these goods and services.
P-Cards are issued at the request of department heads who set a dollar limit per billing period at the lowest level consistent with expected usage. The P-Card is assigned to a specific cardholder and becomes the cardholder's responsibility. Before using a P-Card, both the cardholder and the card reconciler (who cannot be the same person) must attend a mandatory training session. The P-Card cardholder is the only person authorized to make purchases with the card. Items purchased using the P-Card are delivered directly to the department and not to Central Receiving or to a personal residence. The cardholder must obtain and retain a receipt for all P-Card purchases for five years (see Policy 103 - Retention of Financial Records).
Reason for Policy
The policy explains the regulations governing the issuance and use of the Purchasing Card.
The P-Card cannot be used for the following:
- Orders in excess of $5,000
- "Splitting" transactions to avoid purchasing threshholds
- Travel expenses
- Consultant or Professional Services
- Radioactive materials
- Items carried in University storerooms
- Items otherwise available from an ePro Vendor Catalog
- 1252.1 – Obtaining a Purchasing Card
- 1252.2 – Using a Purchasing Card
- 1252.3 – Reconciling a Purchasing Card
Frequently Asked Questions
Q: May University employees use the P-card in place of existing purchasing methods?
A: Yes, if the cost of the purchase is less than $5,000 and the item is not on the exclusions list provided in the P-Card Handbook.
Q: Is the P-Card the same as a personal credit card?
A: The card is like a personal credit card but differs in that it is the property of the University and may only be used for University-related purchases.
Q: Who pays for P-Card charges?
A: Charges are paid by the University and charged to the department's account on a monthly basis.
Q: Since the P-Card is in my name, am I personally liable and will it affect my personal credit history?
A: No. The cardholder's personal credit is not affected. However, it is the cardholder's responsibility to ensure that the P-Card is used within the guidelines of the P-Card procedures as well as University administrative procedures relating to the expenditure of University funds.
Q: May I obtain an exception to my P-Card's single purchase transaction limit for an emergency purchase?
A: No. Your card's single purchase transaction limit is the maximum allowable. However, if your limit is less than $5,000 then your limit can be raised to the $5,000 maximum by submitting an appropriate request to the P-Card administrator.
Q: May a coworker borrow my P-Card to purchase items they need quickly?
A: No. The bank requires that only the cardholder utilize his/her P-Card to purchase goods.
Q: May I reconcile my P-Card charges?
A: No, self-reconciliation is not allowed.
Q. Who should I contact if there is a suspicious transaction posted to my P-Card account?
A. You must call P-Card Office and Bank of America fraud department at 1-866-500-8262 as soon as possible.
- 1252.1rd – Purchasing Card Program Handbook State of North Carolina Division of Purchase and Contract
- Term Contract 946A, Procurement Card
|Suspicious Transactions||Bank of America
January 3, 2018: Added info on policy record retention and revised fine details on language.
January 31, 2013: Added Procedures.
January 10, 2013: Added contact for suspicious transactions; changed exclusions list; added question to Frequently Asked Questions section.
June 29, 2010
February 17, 2004