Policies and Procedures Manual 2021 - 2022

3.43 Purchasing Card (P-Card Policy)

The Piedmont University PNC Bank VISA purchasing card (P-Card) is a standard issue VISA card available to approved University employees for authorized business purchases within the delegated authority limit. The P-Card is the University's primary tool for purchases of business- related items under $5,000, primarily for travel and university-related expenses (see the complete list of exclusions below). Cardholders must follow Piedmont University’s policies and strive to obtain the maximum ultimate value for each dollar of expenditure. Additionally, University employees and officials assigned P-Card responsibilities should familiarize themselves with the University’s policies regarding the P-Card.

Full-time employees who are authorized to purchase goods may request a P-Card; however, individual departments can impose more restrictive requirements and limits. P-Cards are assigned to individuals and the individual whose name appears on the card is ultimately responsible for charges to the card. Sharing P-Cards is prohibited.

Purchases made with the Piedmont University P-Card must only be for the use and benefit of the University. Misuse of the P-Card may result in disciplinary action up to and including termination. Accounts Payable will suspend P-Card privileges when policies and procedures are not followed or when the P-Card is used for prohibited purchases or personal use.

 

Procedure:

Requesting a P-Card

Applications may be obtained from the P-Card Administrator in the Accounts Payable department. Complete a Purchasing Card application and have it authorized by your Department Manager and area Vice President. You may not approve your own P-Card application. Applications may be submitted in hard copy form to The P-Card Administrator or by e-mail at pcard@piedmont.edu .
The P-Card is issued by Accounts Payable upon the accountholder's completion of mandatory training on P-Card policies & procedures. The accountholder must also sign a Piedmont University Purchasing Agreement upon receipt of the card.

Requesting Approver Authorization

Complete an Approver Application/Change Form and have it authorized by your Department Manager and area Vice President. You may not approve your own application. Submit the application to the P-Card Administrator (pcard@piedmont.edu).

Accountholder Responsibilities

  • Accountholder responsibilities include safeguarding the P-Card, purchasing appropriately, reviewing and monitoring transactions, and maintaining receipts.
  •  The accountholder is responsible for safeguarding the card and is accountable for all purchases made using the card. The account holder may not share the card with non- employees, temporary or student employees under any circumstance.
  • Loss of the card must be immediately reported to both PNC and the Purchasing Card Administrator (pcard@piedmont.edu).
  • The Purchasing Card Administrator must be notified and the card returned to the Administrator if the accountholder changes departments or ends employment at Piedmont University. (pcard@piedmont.edu).
  • The accountholder must promptly report disputed charges to PNC.
  • The Purchasing Card account number may not be saved on any personal online accounts.

Purchases and Receipt Tracking

 Receipts will be electronically retained by the P-Card Administrator for 7 fiscal years. P-Card holders must retain their hard-copy receipts for 2 fiscal years.

  • Acceptable receipts for internet purchases include an e-mail confirmation, shopping cart list, or quote. The information on the receipt should match any packing slips received as well as the P-Card charge. All other charges must be supported with scanned original receipts.
  • Purchases should include a description of the business purpose, names of individuals involved, and any other documentation needed to demonstrate the appropriateness of the business expenditure. The Account Holder is responsible for ensuring that all provisions of this policy and procedure are complied with through complete documentation and adequate explanations.
  • The Account Holder’s Approver is responsible for reviewing and approving the monthly P-Card statement and the supporting documentation to ensure that the expenditures are consistent with Piedmont’s P-Card Policy. The Approver is an individual responsible for financial oversight and compliance with the University’s purchasing guidelines. The Approver may be the employee’s manager, cost center manager or other representative deemed permissible by the P-Card Administrator.
  • P-Card Holders must be aware of and compliant with Piedmont’s Capital Purchasing Policy, Travel and Expense Reimbursement Policy.

Appropriate Purchases

  • Academic/classroom supplies not available through University resources
  • Postage
  • Books
  • Express Postage
  • Newspapers & Periodicals
  • Dues & Professional Memberships
  • Conference Registration Fees
  • Travel

Note: Do not put travel transactions purchased on a P-Card on an expense reimbursement form.

Prohibited Purchases

  •  • Personal items
  • Alcoholic beverages
  • Office Furniture
  • Cash advances
  • AP vendors accepting purchase orders
  • Capital/asset purchases (at or above $5k)
  • Info Tech purchases: software, desktop computers, laptops/tablets, fax machines, copiers, scanners, printers, monitors, audio /visual equipment, telephones
  • Monthly telephone or internet service or other utility services
  • Office supplies through a PO-approved vendor (online supply purchases are permissible)
  • Gift cards or gift certificates (unless approved by the Controller in accordance with the Gift Card Policy)
  • Gifts
  • Deposits on future purchases
  • Hazardous materials
  • Construction and renovations
  • Consulting services
  • Firearms and ammunition (Campus Police permitted)
  • Tuition & fees
  • Laboratory animals
  • Prescription drugs or other controlled substances
  • Contributions/donations

Policy Violations

 Fraudulent and/or misuse of the card is grounds for revoking P-Card privileges and may lead to disciplinary action, up to and including termination of employment.
Approver Responsibilities

  • Notify the P-Card Administrator if the accountholder changes departments. The accountholder’s card will be frozen until the new cost center manager approves the card.
  • Notify the P-Card Administrator if the accountholder leaves Piedmont University’s employment.
  • The P-Card must be returned to Accounts Payable if the accountholder leaves Piedmont.
  • Review the cardholder's activity in Intellilink. Ensure all transactions are supported by receipts.
  • A department manager cannot approve his/her own account activity.

Accounts Payable Responsibilities

  •  Process P-Card applications.
  • Cancel cards when no longer needed.
  • Run reports for procurement analysis.
  • Review and approve use of P-Card for special circumstances.
  • Suspend privileges when policies and procedures are not followed.
  • Inactivate cards not in use for a period of 180 days.
  • Issue renewal cards upon expiration.

This policy is not all-inclusive and does not substitute for sound business judgment; however, areas covered by the Policy must be followed as described. Questions concerning the policy should be directed to the P-Card Program Administrator or the Controller.