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Viewing: 1252 – University of North Carolina at Chapel Hill Policy on Small Order Purchase Via Purchasing Card

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Current Status: Active PolicyStat ID: 4722205

1252 – University of North Carolina at Chapel Hill Policy on Small Order Purchase Via Purchasing Card

Policy Sections

Policy Statement

Reason for Policy

Exclusions

Special Situations

Procedures

Additional Information

Frequently Asked Questions

Related Data

Contacts

History

Effective
January 10, 2000

Last Reviewed
March 6, 2018

Last Updated
March 15, 2018

Responsible University Officer

Director of Purchasing Services

Responsible Unit

Purchasing Services

Policy Statement

Purchasing Services administers the University's Purchasing Card (P-Card) program according to the regulations established by the State of North Carolina Division of Purchase and Contract. The P-Card can be used to procure any goods or services allowable under the Small Order Policy, and provides an efficient means of acquiring and paying for these goods and services.

Using the P-Card to obtain services from a vendor (a corporation or partnership) is allowed, but not from a Sole Proprietor (or, "Doing-Business-As" Vendor), as this is an Independent Contractor.  For information on hiring an Independent Contractor, see Policy 708 Independent Contractor.  All P-Card purchases with agreements/contract/terms and conditions must be reviewed/approved by Purchasing before purchase.  You may obtain approval by contacting the purchasing team at the contact below. 

P-Cards are issued at the request of department heads who set a dollar limit per billing period at the lowest level consistent with expected usage. The P-Card is assigned to a specific cardholder and becomes the cardholder's responsibility. Before using a P-Card, both the cardholder and the card reconciler (who cannot be the same person) must attend a mandatory training session. The P-Card cardholder is the only person authorized to make purchases with the card. Items purchased using the P-Card are delivered directly to the department and not to Central Receiving or to a personal residence. The cardholder must obtain and retain a receipt for all P-Card purchases for five years (See Policy 103 - Retention of Financial Records.)

Reason for Policy

The policy explains the regulations governing the issuance and use of the Purchasing Card.

Exclusions

The P-Card cannot be used for the following:

  • Orders in excess of $5,000
  • "Splitting" transactions to avoid purchasing thresholds
  • Travel expenses
  • Consultant or Professional Services
  • Radioactive materials
  • Items carried in University storerooms
  • Items otherwise available from an ePro Vendor Catalog

Special Situations

None.

Procedures

  • 1252.1 – University of North Carolina at Chapel Hill Procedure on Obtaining a Purchasing Card
  • 1252.2 – University of North Carolina at Chapel Hill Procedure on Using a Purchasing Card
  • 1252.3 – University of North Carolina at Chapel Hill Procedure on Reconciling a Purchasing Card

Additional Information

Frequently Asked Questions

Q: May University employees use the P-card in place of existing purchasing methods?
A: Yes, if the cost of the purchase is less than $5,000 and the item is not on the exclusions list provided in the P-Card Handbook.

Q: Is the P-Card the same as a personal credit card?
A: The card is similar to a personal credit card but differs in that it is the property of the University and may only be used for University-related purchases.

Q: Who pays for P-Card charges?
A: Charges are paid by the University and charged to the department's account on a monthly basis.

Q: Since the P-Card is in my name, am I personally liable and will it affect my personal credit history?
A: No. The cardholder's personal credit is not affected. However, it is the cardholder's responsibility to ensure that the P-Card is used within the guidelines of the P-Card procedures as well as University administrative procedures relating to the expenditure of University funds.

Q: May I obtain an exception to my P-Card's single purchase transaction limit for an emergency purchase?
A: No. Your card's single purchase transaction limit is the maximum allowable. However, if your limit is less than $5,000 then your limit can be raised to the $5,000 maximum by submitting an appropriate request to the P-Card administrator.

Q: May a coworker borrow my P-Card to purchase items they need quickly?
A: No. The bank requires that only the cardholder utilize his/her P-Card to purchase goods.

Q: May I reconcile my P-Card charges?
A: No, self-reconciliation is not allowed.

Q. Who should I contact if there is a suspicious transaction posted to my P-Card account?
A: You must call P-Card Office or Bank of America fraud department at 1-866-500-8262 as soon as possible.

Related Data

Contacts

SUBJECT CONTACT TELEPHONE FAX E-MAIL
P-Card Purchases Purchasing
– Goods
919-962-3774 919-962-0636 purchasing_team@unc.edu
Suspicious Transactions Bank of America
fraud department
1-866-500-8262    

History

Revised:

March 15, 2018: As per subcommittee review, added paragraph that states services from a vendor (a corporation or partnership) is allowed, but not from sole proprietor.  If hiring sole proprietor, see Policy 708.  
January 3, 2018:  Added info on policy record retention and revised exclusions to include "splitting" transactions, consultant or professional services, and items otherwise available from an ePro Vendor Catalog.
January 31, 2013: Added Procedures.
January 10, 2013: Added contact for suspicious transactions; changed exclusions list; added question to Frequently Asked Questions section.
June 29, 2010
February 17, 2004

All revision dates: 3/15/2018, 3/7/2018, 3/5/2018, 2/28/2018, 1/31/2013, 1/10/2013, 6/29/2010, 2/17/2004
Attachments:

Approval Signatures

Step Description Approver Date
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 3/15/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/15/2018
Older Version Approval Signatures
Step Description Approver Date
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 3/15/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/15/2018
Older Version Approval Signatures
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 3/7/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/7/2018
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 3/5/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/5/2018
Bernard Law: Dir. Purchasing Services [AD] 2/28/2018