Purchasing Card P-Card Program Key Points to

Purchasing Card (P-Card) Program

Key Points to Remember! p The purpose of the P-Card Program is to streamline and simplify the requisitioning, purchasing and payment processes for small dollar transactions. p The Program is designed to facilitate the approval process and reduce paperwork needed for purchase orders, petty cash, check requests, and expense reimbursements. p Do not use the P-Card to circumvent Purchasing!

Goals of the Program: p Reduce the cost of processing small dollar purchases. p Receive faster delivery of required merchandise. p Simplify the buying and payment processes (costs only $2 per transaction). p Provide cardholders with the power to choose!

Cautions on the Misuse of Cards p You are responsible for the use of the card; cards are not for personal use. p You may be personally liable for the misuse of public funds; you may also put the University at risk for sales tax violations.

More Cautions p Personal use of a card may result in disciplinary action, cancellation of card privileges, and possible termination of employment. p Each P-Card is linked to ISU and to an individual employee; it can’t be loaned or transferred from one employee to another.

Common Uses of the P-Card p The P-Card Program is intended for small purchases of products and supplies needed during the normal course of business. p ISU has authority to determine authorized purchases and whether to use the Program for larger purchases. p Purchases against State Contracts (up to the single transaction limit amount) may be made from suppliers willing to accept the P-Card. See http: //adm. idaho. gov/purchasing for State contracts and further information. p Questions are welcome. . . call Purchasing at 3111.

Some Common Uses May Include: p p p p p Building materials, plumbing, electrical Automotive parts Books and subscriptions Computer supplies, e. g. , software, mouse, keyboard, & memory Hardware and tools Lab, field, photography, and safety supplies Short term rentals, advertising, and welding repair Equipment repair and spare parts Miscellaneous items, e. g. , books, car washes, welding repair Travel expenses for candidates recruited for employment

Items Not to Buy! (also known as: Unauthorized Purchases) p p p p Items for personal use Any single transaction exceeding $2, 000 Computers, monitors, printers, projectors, scanners, etc. (over $300) Capital goods over $2, 000 unit cost Alcoholic beverages, bars, cocktail lounges, etc. Cash advances Salaries and wages Entertainment Cameras, PDAs, mini laptops, electronics, etc. (over $300) Medical — doctors, dentists, chiropractors, etc. Travel arrangements, i. e. , airlines, hotels, rental cars, business meals, etc. (except for recruitment as noted previously) Independent contractors Live animals; radioactive materials, firearms, ammunition, etc.

Last Caution: p As with any agency or state purchase, the card is not to be used for any product, service, or with any merchant considered to be inappropriate for state or public funds.

Questions? Call: 3111