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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: 5185205

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

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 accountholder and becomes the accountholder's responsibility. Before using a P-Card, the accountholder must attend a mandatory training session. The P-Card accountholder 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 accountholder must upload receipts for all P-Card purchase (not credit) transactions in the WORKS.

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 (except Athletics and Student Travel)
  • 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: 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 accountholder's personal credit is not affected. However, it is the accountholder'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 accountholder utilize his/her P-Card to purchase goods.

Q: May I reconcile my P-Card transactions?
A: Accountholders are expected to upload receipts, allocate expenses, and sign-off on all transactions prior to approver review.

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 E-MAIL
P-Card Purchases P-Card Office

919-962-2255

919-962-2258

pcard@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: 8/3/2018, 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 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 3/15/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/15/2018
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