P-Card
To request a new P-Card, cancel a P-Card, or to ask for an exception, please visit the Purchasing SharePoint Dashboard.
The credit card is not to be used for personal use or borrowed by another individual.
Illinois State University is tax exempt, please provide the vendor with the tax exemption certificate or number. University purchases are not exempt from hotel/motel taxes and tax on prepared foods.
How does a Department acquire a P-Card?
Two items need to be considered before a department requests a credit card. First, the department must be on the University accounting system, Colleague. Second, a card manager must be selected. The card manager responsibilities include the following:
- Monitors expenditures on the card through the PaymentNet Software.
- Receives invoices from JP Morgan for payment and monthly report.
- Collects original receipts from cardholders and attaches original receipts to the invoice, enters on the PaymentNet, and sends for processing to the Comptroller’s Business Office located in Uptown Crossing, Suite F. Mail code 1200.
- Additional Card Manager Details
A department may have as many cardholders as needed. See Cardholder Responsibilities
Where can I use the P-Card?
The P-Card can be used with any vendor that accepts MasterCard™ and the single purchase is under $10,000. Illinois State University is tax exempt, the tax exempt number is printed on the P-Card holder for convenience.
Policy on Inappropriate Use of the P-Card
If the P-Card is used inappropriately, the card could be suspended or canceled. If the infraction causes suspension or cancellation, the cardholder, Dean, Department Supervisor, the P-Card Committee and Internal Auditing will be notified. Written appeals may be submitted to the P-Card Administrator and will be presented to the P-Card Committee for a decision on reinstatement or revocation of the credit card.
Prohibited Purchases
- Employee Lodging
- Office Equipment / Furniture
- Software
- Gift Cards
- Using another employee's card
- The P-Card may not be used for personal purchases.
- Purchases from University employees, their spouses, or children
- Purchases from business concerns of which an employee (or an employee's spouse or child) is a sole or principal owner
- Purchases from corporations of which an employee (or an employee's spouse or child) is a major officer or primary employee
- Purchases when the vendor requires an agreement or any contact to be signed by an authorized University representative
- Travel Expenses (except airfare and conference registrations)
- High Risk Equipment may not be purchased using a P-Card. To see the high risk equipment list click here