Purchasing

Purchasing Card
Frequently Asked Questions

How can I obtain a card?

To obtain a card, discuss the request with your department approver (the individual who signs your Travel Expense reports), call Katie Schroth, ext 3930, to schedule a training session, and complete an application. Bring the completed application to the training session.

How do I activate my card?

You only need to activate your card when there is a sticker on the card indicating it is necessary. Call the toll free number listed and follow the instructions from the automated attendant. When prompted for the last four digits of your social security number, use 0000.

What is appropriate documentation?

Proper documentation of any purchase requires an original receipt showing: vendor name, date of purchase, item description and price. See Ads on the P-card, Food on the P-card, and Registrations on the P-card for the additional documentation required for those types of purchases.

Typical documentation for supplies (only one is needed)

  • Cash register receipt
  • Invoice
  • Packing slip (if no other documentation is available). Note on the slip that you attempted to obtain other documentation.

Internet orders

  • E-mail receipt/confirmation or
  • Screen print of the page you placed the order on

When is my P-card packet due and where do I send it?

Your P-card packet, which includes a signed statement and all receipts, is due with in one month of your statement date (statement is in the lower portion of the statement below your account number). Statement dates are also available at the P-card Billing Cycle Page.

The packet should be sent to:
Purchasing Department, 041W Main Building

What is my P-card billing address?

When a vendor asks for your card billing address, give them the address you receive your P-card statement at. It is printed right on your statement.

Who needs to sign the statement?

The Department of Administration rules now require two signatures on the P-card statement: the cardholder and the budget director of the account. Each line requires a signature, even when the cardholder and budget director are the same person.

What do I do if I lost a receipt?

First, make every reasonable effort to locate the receipt or request another from the vendor. If you still cannot locate the receipt, fill out, print, and attach the lost receipt form to your P-card packet.