Purchasing Card

All purchases must adhere to the Purchasing Card Policies and Procedures. The PCard cannot be used to avoid or bypass appropriate procurement or payment procedures, as a non-Study Abroad travel card, or for personal use.

The purchasing card is a privilege granted by the university and responsible use of the card is expected. Cardholders must follow all university policies when using the card as a procurement/payment mechanism. Fraudulent or intentional misuse of the card will result in revocation of the card and/or criminal charges.

The Purchasing Card is a university liability MasterCard, issued through and supported by JP Morgan Chase.

Cardholder Use Only

• Only the employee whose name is embossed on the card may use the purchasing card
• No other person is authorized to use the card

Purchases Only

• Card is to be used for Purdue University authorized purchases only
• Card is not to be used for any personal or faculty/staff travel and entertainment related transactions (non-employee travel arrangements are permissible)
• The use of the card for unauthorized purchases may result in disciplinary actions, up to and including termination

The university has several credit card programs and utilizes the below card types:

Note: The Research Card has been transitioned to an Individual Pcard and now follows those request processes

To apply for a new purchasing card, complete and submit an electronic application directly to JP Morgan Chase using one of the links below.

Application Instructions/QRG – The applicant must include their Business Manager’s name and Purdue email address and should review the Recommended Credit Limits – reach out to your business office prior to submitting your application if you do not know who this is.

The following highlights some, but not all, of the responsibilities of the individuals and organizations involved in the purchasing card system.  Additional information and extended lists of responsibilities are available in the PCard Policies & Procedures.

• Each purchasing card will have two credit limits. A single purchase or transaction limit and a monthly limit
• The transaction credit limit identifies the maximum amount available to charge for an individual transaction
• Attempts to place charges on the card in excess of the individual transaction limit will result in the transaction being declined
• Splitting charges greater than the transaction credit limit into multiple segments, whether processed on the same or over multiple days, is prohibited
• The monthly limit is the total amount of charges that may be placed on the account in a billing cycle. Attempts to place charges on the card in excess of the monthly limit will result in the transaction being declined, even if the amount is within the individual transaction limit.

Credit Limit Recommendations

The university recommends an initial credit limit for purchasing card applications based on the chart below.  These recommendations are based on business need and use, but final limit determination is at the discretion of the approving business office.

General

• Pcard transactions are processed by JPMorgan Chase approximately within two business days
• Individual transactions are posted daily to monthly Statement Reports in Concur
• The closing date for the monthly cycle will be on the 6th day of the month
• Reconcilers can submit starting on the 9th day of the month
• Unallocated charges need to be reconciled by the 15th of the current month
• Charges will be uploaded into SAP by the 30th of the current month. The charges will then post to the allocated accounts
• Concur’s workflow process provides a paperless filing system, including visibility of receipts, status of statements and final approvals
• Statements that have not been reconciled by the last day of the month will have their monthly balance posted to cardholders default account and cards will be suspended

Reconciliation Process

1. Reconciler logs into Concur
2. Reviews Statement Report
3. Assigns Expense Type
4. Allocate transactions to appropriate account
5. Business Purpose
6. Attaches copy of digital receipt/purchase documentation
7. Submit Pcard Statement for Approval
8. All Statements must be completed by 15th of the month

Approval Process

1. Approvers will receive and email notification advising statements are waiting approval
   • Statements with no single transaction exceeding $1000 will auto approve
2. Approver logs into Concur
3. Review for:
   • Appropriateness of expense, including compliance to the Pcard program
   • GL/Account assignment
   • Existence of a receipt for every transaction
4. Submit Approval