Frequently Asked Questions
Can I split a transaction if it is above my single transaction limit?
Purchases must not be split to avoid the established single transaction limit. If the purchase is higher than the standard limit, a PCard Maintenace Form should be submitted to request a temporary limit increase.
Can my card be transferred to another employee if I'm leaving the department or terminating from the university?
No. The card is set-up in association with the employee ID of the PCard Manager/PCardholder and must not be transferred to another individual upon role or employment change. The card will need to be cancelled via the PCard Maintenace Form and a new card will need to be ordered for the new PCard Manager/PCardholder.
Should a card be used when the PCard Manager/PCardholder is on leave?
No. The card should be put on temporary hold by submitting a PCard Maintenace Form while the PCard Manager/PCardholder is on leave. Other arrangements should be made for transactions during their absence.
Sales tax was mistakenly charged on my card in a state that we are tax-exempt, how do I correct this?
The PCard manager, PCardholder, or PCard User must make a reasonable effort to recover sales tax only if it is $25 or greater. The effort (hourly cost) must not exceed the sales tax cost. All actions must be documented and stored in the Expense Report in Workday.
What are some best practices for sharing access to a Department PCard or Service Center PCard in a remote environment?
When possible, PCard Managers should arrange schedules to be on site to physically transfer the card and have the PCard User sign tracking log documentation.
When in-person transfer can't occur, PCard Manager and PCard User can coordinate a virtual session for card entry for online purchases. The tracking log information can be collected by email when the log can't be signed in-person or can be administered through DocuSign.
Note: The tracking log is required to document use of the card when not being used by the PCard Manager. The card number should never be written down or stored for future use by the PCard User.
Can the PCard be used to pay for services to an individual (e.g., Independent Contractor) through Money Transfer Payment Services (e.g., PayPal)?
No. Services paid to an individual (e.g., independent contractors, consultants or speakers, et al) are not permitted on the PCard through Money Transfer Payment Services (e.g., PayPal, Zelle, Venmo).
Review the Procuring Goods & Services job-aid at the ARC to determine an alternate payment method for these types of payments.