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Viewing: 1252.1 - University of North Carolina at Chapel Hill Procedure on Obtaining a Purchasing Card

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Current Status: Active PolicyStat ID: 5124610

1252.1 - University of North Carolina at Chapel Hill Procedure on Obtaining a Purchasing Card

Responsible University Officer
Director of Purchasing Services

Responsible Unit
Purchasing Services

Related Policies

1252 - University of North Carolina at Chapel Hill Policy on Small Order Purchase via Purchasing Card

Procedure Statement

In order to obtain a University Purchasing Card (P-Card), several forms must be completed. A P-Card is issued after the necessary forms are approved and the accountholder has completed the online training and passed a test. Accountholders must sign an agreement before the P-Card can be issued.

Reason for Policy

The individual will be required to complete a mandatory online training session covering the use of the card and all applicable restrictions. The card will be picked up once the training quiz (at the end of online training presentation) has been passed. The card will only be given directly to the accountholder. Other individuals are not permitted to pick up cards on behalf of cardholders. 

Departmental restrictions may be added to an individual card as follows:

  • Limit dollar amount per purchase (single transaction limit)
  • Limit dollar amount per billing cycle (monthly transaction limit)

Frequently Asked Questions

Q. How long does it take to get a P-Card?

A. It takes approximately 10 business days to acquire one.

Q: Can a grant account be a P-Card default account?

A. No, you have to use a departmental overhead account or trust account.

Forms and Instructions

  • Each card applicant and reconciler must complete the Systems Access Request process, which grants access to ConnectCarolina.
  • The department must then submit a P-Card Application form for each card requested. The application form must be signed by the cardholder requesting the card and the department business manager.

1252.1.1f - P-Card Application Form

1252.1.2f - P-Card Cardholder Account Maintenance Form

Related Data

Systems Access Request

History

Revised:
June 27, 2018 - replaced 'cardholder" terminology with 'accountholder'
January 9, 2018 - Replaced 'account' terminology with "Chartfield" terminology where appropriate and added the fact that only the cardholder can pick up his or her P-Card.
September 18, 2017 - Replaced Purchasing Card Application to correct errors in the application form.
January 30, 2013

All revision dates: 8/3/2018, 6/27/2018, 3/5/2018, 2/28/2018, 9/18/2017, 1/30/2013
Attachments:

Approval Signatures

Step Description Approver Date
Publication Matthew Teal: University Program Specialist 8/3/2018
University Policy Review Committee Jennifer DeNeal: Administrative Director 8/3/2018
Finance Policy and Communication Subcommittee Janet Kelly-Scholle: Associate Director 7/23/2018
Jessica Shu Jyun Hwang-Strickland: Director of Procurement Svcs Operations 7/17/2018
Older Version Approval Signatures
Step Description Approver Date
Publication Matthew Teal: University Program Specialist 8/3/2018
University Policy Review Committee Jennifer DeNeal: Administrative Director 8/3/2018
Finance Policy and Communication Subcommittee Janet Kelly-Scholle: Associate Director 7/23/2018
Jessica Shu Jyun Hwang-Strickland: Director of Procurement Svcs Operations 7/17/2018
Older Version Approval Signatures
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 6/27/2018
Finance Communications Office Christine Shia: Public Comm Specialist 6/27/2018
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