Purchasing Card (P-Card)
The University Purchasing Card (P-Card) is a card method of payment available to University employees through their departments, with appropriate approval from their department heads. It provides fast payment for goods or services allowable under Policy 1252 – Small Order Purchase via P-Card, and can be used for purchases up to $5,000.00.
To obtain a University Purchasing Card (P-Card), an applicant must take the required online P-Card training and associated quiz. Applicant must complete the P-Card application and sign the P-Card Accountholder agreement form. The application must be signed by the applicant requesting the card and the department business manager.
The application signed agreement form and the finance Access Request Form must be provided to the department’s Access Request Coordinator (ARC) who will submit the forms to the P-Card department for processing. The P-Card department will reach out to the applicant once the card is available for pick up.
Once in use, the cardholder is responsible for submitting all receipts for P-Card purchases in WORKS, the University’s online reconciliation program for the card.
For relevant guidelines and policies, see the information below.
To Apply
- Procedure 1252.1 – Obtaining a Purchasing Card
- Form 1252.1.1f – P-Card Application
- Purchasing Card Application Process
Handbook and Training
Computer-Based Training via CarolinaTalent
- P-Card Accountholder: P-Card Accountholder Training
- Proxy Reconciler: Reconciling P-Card Transactions and Uploading Receipts
- Approver: Approving P-Card Transactions
Computer-Based Trainings for Affiliates
- Proxy Reconciler: Reconciling P-Card Transactions and Uploading Receipts (for Affiliates)
- Approver: Approving P-Card Transactions (for Affiliates)
Resources and Quick Reference Cards (QRCs)
- 1252.1.1rd Purchasing Card Handbook
- P-Card Frequently Asked Questions
- Managing Transactions for Accountholders
- Works Receipt Images
- Creating and Managing Reports
- P-Card Tips and Tricks
- Chip and Pin Guide
- Using a P-Card with MyPanera Account QRC
- When to use your T&E Card versus the P-Card
- Paying for Traveler Expenses by Traveler Type
Policies, Procedures and Forms
- Policy 1252 – Small Order Purchase via P-Card
- Procedure 1252.1 – Obtaining a Purchasing Card
- Procedure 1252.2 – Using a Purchasing Card
- Procedure 1252.3 – Reconciling a Purchasing Card (P-Card)
- Policy 1253 – Purchase Card (P-Card) Infractions
- Form 1252.1.1f – P-Card Application
- Form 1252.1.2f – P-Card Account Maintenance Form
- Form 1252.1.3f – WORKS Access Maintenance Form
- Form 1252.2.1f – P-Card Student Travel Pre-Approval Request
- Form 1252.2.2f – P-Card Guest Travel Pre-Approval Request
- Form 1252.2.3f – P-Card Misuse and Abuse Form
- Form 1252.3.1f – Missing Receipt Affidavit
- Form 1501.6.2f – Group Travel Request Form