Why Use Your P-Card for Purchases?
- August 6th, 2019
- in News
Campus partners are encouraged to use their P-Card whenever accepted by vendors for all allowable purchases in compliance with Procurement Services policies. Please note that P-Cards should not be used for payment of professional services. See common questions / comments below related to using P-Cards and clarifications from Procurement for each.
- I prefer to issue a PO; it’s easier for me.
- While it may seem easier for you, it is a much more time-consuming process for the University as a whole. Per National Association of Purchasing Card Professionals research, when the payment method is switched from the traditional process (e.g. purchase order) to a P-Card process, efficiency savings range from 55% to 80% of the traditional process cost. The primary efficiency is time saved – It takes far less time to make a P-Card payment, reconcile the transaction, and audit the transaction than the purchase order issuance, receipt, payment and closeout process.
- The charge exceeds my single purchase limit.
- Temporary increases to the single purchase limit outside of the University’s e-procurement system may be granted on a case by case basis. The Supervisory or Budgetary Approver may request a temporary increase by emailing P-Card Services with an explanation of the circumstances and a copy of the itemized invoice/quote.
- The charge will push me over my monthly P-Card limit.
- Monthly limits are based on department need and set by the Budgetary Approvers when the initial request for a p-card is made, but these limits can be increased on a temporary or permanent basis. All that is needed to process a monthly limit increase is the amount to increase to, the length of the increase if temporary, and approval from the Supervisory or Budgetary Approver.
- The charge is for property costing $5,000 or more, which requires tagging by Property Management.
- P-Card can be used for the purchase of property that requires tagging by Property Management. Property Management receives reports that provide all information needed from all payment method types (p-card, purchase orders, and Concur Invoice). See Equipment Purchases and Your Departmental Responsibilities for associated information.
So, maybe the real question should be – Why Not Use Your P-Card for Purchases?
Please contact Purchasing with any questions regarding the appropriate method of payment at 348-5230 or email@example.com or P-Card Services at firstname.lastname@example.org to discuss monthly and single purchase limits.