PCard Process - PSSC

PCard (or Procurement Card) is a method of purchasing whereby an individual, department, or the service center may use a credit card to procure goods and/or services on behalf of the university. The charges are recorded directly to the general ledger.

There are different types of card based on the needs of the individual and the department. Full details are listed in the PCard policy.

  • Individual card – issued to an individual, in their name
  • Department card – issued to a department and managed by a PCard manager
  • Service Center card – issued to a service center for high dollar transactions. This card is not to be shared outside of service center employees
  • Group/Extended Travel (GET) – issued to an individual and is only valid for a specific trip.

INFORMATION FROM THE PCard office 

 

Tips for using a PCard

The basics

  • Make sure to get the itemized receipts
  • Ask for sales tax to be removed
  • If actual cost of the transactions is greater than 20% over the estimated approved amount, with a $10 minimum, we will ask for additional approval

Paying for meals

The expenditure policy allows for a maximum 20% tip on meals using university funds or that will be reimbursed

  • If the tip amount exceeds 20% but is <$1 over the 20% tip maximum, this will be acceptable without an exception.
  • If the tip amount exceeds 20% and is >$1, an exception should be documented or the card user should reimburse the university for the excessive amount. Note: Consideration should be given to the labor costs associated with depositing small amounts of money in order to avoid documenting an exception.

When calculating a tip at a restaurant, look for service fees or automatic gratuities on the bill.  If the automatic gratuity is 18%, the maximum to add is 2% of the meal costs (not 2% of the meal costs plus the automatic gratuity amount).

Handling differences between the bank feed and the receipt

If the difference is

  • <$1, the difference is de minimus
  • Between $1 and $10, we will notify the department
  • >$10, we will ask the department to investigate

Guest list

  • If there is a specific list, we will follow-up
  • If the list is more generic, we will ask for a flyer or invitation to capture the group invited

Process Documentation