Introduction
Purpose
The policy explains the regulations governing the issuance and use of the Purchasing Card.
Scope of Applicability
Applies to all UNC Chapel Hill 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 the Purchasing team.
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 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 and Student Travel)
- 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 |
919-962-2255
919-962-2258 |
pcard@unc.edu |
Suspicious Transactions |
Bank of America
fraud department |
1-866-500-8262 |
|