Introduction
Purpose
The policy explains the regulations governing the issuance and use of the Purchasing Card.
Scope
Applies to all University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or "University") Faculty and Staff.
Policy
Policy Statement
Procurement and Strategic Operations 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 Finance Policy 1251 - 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 Finance Policy 708 - Policy on Independent Contractor. All P-Card purchases with agreements/contract/terms and conditions must be reviewed/approved by Purchasing Services before purchase. You may obtain approval by contacting Purchasing Services.
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. The P-Card accountholder is the only person authorized to make purchases with the card. Before applying for a P-Card, the accountholder must take the mandatory online training and pass the associated quiz. Items purchased using the P-Card are to be delivered directly to the accountholder's work location and not to Central Receiving. The accountholder must upload receipts for all P-Card purchase transactions in the Works platform.
Exceptions
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, Student Travel, and/or Guest Travel upon request)
- Consultant or Professional Services
- Radioactive materials
- Items carried in university storerooms
- Items otherwise available from a BuyCarolina Vendor Catalog
- Financial donation/gift component when registering for a conference or other event
- Telecommunications equipment or services produced by or provided by entities listed in Federal Acquisition Regulation (FAR) 48 C.F.R. 52.204-25
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
Contact Information
Policy Contacts
| Subject |
Contact |
Telephone |
E-Mail |
| P-Card Purchases |
P-Card Office |
|
pcard@unc.edu |
| Accountholder Support |
Bank of America
|
1-888-449-2273 |
|