PCard

Prohibited Purchases and Penalties

  1. Cash Advances - Not permitted.  Cardholders cannot use the PCard to obtain cash, such as money orders or traveler's checks.
  2. Cardholders are not to receive cash as a credit for the return of an item.
  3. Alcoholic beverages or tobacco products.  Cardholders cannot use the PCard to purchase alcohol or other items at liquor stores.
  4. 1099 Merchants.  Do not purchase services from merchants who use their Social Security Number to report their business to the IRS.  If you purchase services from a small business, please verify the corporate status of the merchant.  Example:  Inc. Co. Please notify Accounts Payable if you have any questions regarding 1099 merchants.
  5. All Medical Services are 1099 reportable merchants and therefore are not allowable charges on the PCard.
  6. Cardholders or Departments contemplating purchases of gifts, flowers, contributions and/or other sensitive items should refer questions to Accounts Payable or University Purchasing.
  7. Cardholders must report any inadvertent personal purchase to their PCard immediately and must immediately either reimburse ACU or arrange for a credit transaction from the merchant.  Documentation shall include proof of merchant credit or reimbursement by employee and attached with expense report by reallocation due date.

 

Any cardholder may have his/her PCard suspended or revoked at any time at the discretion of PCard Administration, the Approving Department Head, or the Division VP.

 

Penalties

The use of the PCard is a privilege.  All Cardholders are responsible for knowing and abiding by the Purchasing Card Procedures.