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Procurement Card (P-Card)

Use of the P-Card is limited to the University employee whose name appears on the face of the card and cannot be loaned to another person under any circumstances.Each cardholder is responsible for the security of his or her card.All precautions should be used to maintain confidentiality of all information related to the card such as Cardholder account number and expiration date.


Cardholder and departments must periodically review the P-Card Allowable List Expenditure Matrix as well as the general guidelines for purchases provided online by Procurement Services.


Record Retention of P-Card Documentation, Monthly Reconciliation and Post Audit.Prior to implementation of Concur, all original receipts must be maintained by the department of the Delegate for each Cardholder for the later of six (6) months or the performance of the audit by the P-Card Auditor. After this timeframe, the original receipts may be scanned into OnBase and then shredded. P-Card documentation (originals or scanned copies) must be kept within the department for three (3) years from the date of purchase provided all applicable audits have been released. The individual departments are responsible for making sure that all electronic copies or photographic reproductions of receipts are complete and legible.


Questions regarding the use of the P-Card may be e-mailed directly to the or by contacting the P-Card Coordinator at (904) 620-1738.