The Procurement Card (P-Card) is a Visa, issued to a specific individual, through US Bank. The card is used by authorized individuals to purchase small-dollar items for university use. The single purchase limit up to $5,000 for general cardholder use may be issued if necessitated. The authorized cardholder is able to purchase directly on behalf of CU, thereby allowing tax-exempt use. Transactions are paid by CU to the bank.
The Procurement Card Handbook outlines Procurement Card use at the University, including program management, roles & responsibilities, the ordering process, background on the card, and violations & prohibited transactions.
Frequently Asked Questions
The cycle begins on the 25th of each calendar month and ends on the 24th of the following month.
Report the purchase to your Approving Official (AO) immediately, then take action to resolve the charge.
Contact the vendor to see if they can refund the procurement card and charge the transaction to your personal payment method. Note that both the initial charge and reimbursed amount will need to be reconciled in a Concur expense report.
Refund the University for the personal purchase. The reimbursement can be made at the Bursar's Office with a Cash Receipt Form. Procurement Card personal charges are reimbursed to account 013109. The Cash Receipt Form should be attached to the expense report that includes the personal charge prior to submitting for approval.
Personal Charges should not be charged to a restricted funding source (Fund 30/31).
All transactions made to a Procurement Card must be assigned to an expense report through Concur and submitted to an Approving Official (AO) within 30 days (monthly basis) of the transaction date.
Ensure you have validation documentation for all transactions totaling $25 or more OR official functions (regardless of dollar amount). Documentation for the transaction should include:
Vendor Identification (merchant name)
Date of transaction
Description and Quantity of each item purchased
Cost per item (if available)
Total cost of transaction / order
Cardholder name and / or card number
Explanation of purchase
Additional supporting documentation or required approvals (ie. Conference Itinerary, Attendee List, Gift Card Authorization, etc.)
Your school / college / department / unit may have more restrictive guidelines for what should be included in expense report documentation, ensure you are following this guidance as well.
Travel Cards are designed to facilitate payment of University travel-related expenses. Travel Cards can be used to pay for most university travel-related expenses, as well as certain travel expenses for guests / non-employees (ie., lodging, rental cars, etc.).
Procurement Cards can be used for small-dollar purchases that are deemed appropriate expenses as outlined in the Procurement Card Handbook. Travel and Travel-Related expenses are prohibited on the procurement card as outlined in the Violations & Prohibited transactions section of the handbook.
