How the Purchasing Card Works

Per the State Accounting Office, the P-Card may be used as the method of payment for purchases up to $1000 that are unplanned, non-routine or urgent in nature without any prior approval . For planned or routine purchases below $5000, cardholder must have prior approval from approver and fiscal official before purchase can be made.  State Law does restrict the use of the P-Card for certain merchant categories and certain types of commodities and services.  See Attachment 4 for a list of these restrictions.

Planned or Routine Purchases are purchases that are routine in nature and would not stop work if not purchased in a timely manner. Planned and routine purchases require prior approval before purchase is made.

Unplanned, non-routine or urgent purchases are purchases that are not known or anticipated in advance. These purchases do not require prior approval if the purchase is under $1000.

 

P-Card Purchase Request Form

 

The P-Card Purchase Request Form is the method used to obtain the 2 prior approvals before making a planned or routine purchase. The P-Card Purchase Request Form can be found on the GC Unify site under the GC Signatures page.  Once you fill out the form, it can be submitted for approval.  Once approved, a completed document will be returned to you to attach to receipt as documentation.

 

 

Please remember all purchases made with the P-Card are charged to your budget just like any other purchase. Before using the P-Card, make sure there are funds in your budget to cover the purchases.

 

 

The P-Card may be used to make purchases from any vendor who accepts the VISA card.  Cards can be used in person, over the phone, via the internet or by mail.   Vendor questions regarding purchasing authority, and/or limitations and restrictions should be directed to the Purchasing Department.  Departmental requests for special purposes and increased limits should also be directed to the Card Administrator.