Procurement Card / P-Card

Procurement card (P-Card) holders and users.

The IU P-Card is intended to be used for small transactions (generally under $500) with suppliers not available in BUY.IU, and suppliers that do not accept purchase orders.

Each P-Card transaction feeds into IU’s financial system, Chrome River. The cardholder or their delegate is responsible for reconciling each P-Card transaction via submission of a Chrome River Expense Report within 30 days of the transaction date. The Expense Report will route to the P-Card Transaction Approver for policy audit review, verification of available funding on the account provided, and expense approval. Delayed submission of expense reports, missing required information, or failure to attach an itemized receipt(s) associated with the transaction create inefficiencies and delays in the accounting process. It is the cardholder’s responsibility to accurately submit complete expense reports.

• P-Card Expense Report reconciliation step by step instructions

Responsibility of a Card User

Understand and comply with IU Purchasing P-Card processes/policy

• Provide an account number with available funds for reconciliation of each P-Card expense
• Sign out and promptly return card only to P-Card holder
• Do not copy P-Card information for future use: check-out card for every purchase
• Provide an itemized receipt within three (3) business days
• Provide explanation of how the purchase supports IU’s academic mission (Business purpose)
• Request sales tax exemption when appropriate
• Request pre-approval when necessary

Eligibility for a P-Card

• An employee's transaction need is high: multiple uses per week
• Employee does not have convenient access to a shared P-Card
• Employee is willing to assume the responsibility and workload entailed by following IU and Luddy P-Card policies and processing procedures. This includes being responsible for resolving issues with lost receipts, sales tax errors, etc. as well as always submitting a detailed receipt and explanation within three business days of the purchase date.

Inactivation of a P-Card

• A P-Card will be inactivated if any receipts are outstanding 30 business days after the purchase date. Once all receipts have been submitted, the P-Card will be reactivated.

Revocation of P-Card Privileges

• The privilege to use a P-Card may be revoked if borrower is frequently delinquent with receipts, intentionally misuses a P-Card, or is otherwise repeatedly non-compliant with IU Policy and Luddy procedures.

Please email or call the Admin Assistant supporting your department/area when you need to place an order using a P-Card. If the Admin Assistant supporting your department/area is unavailable, please contact others on the list until you find an available P-Card. The Admin Assistant contacted will either place the order for you, when possible, or will allow you to check out the P-Card temporarily to complete the transaction yourself. The P-Card must be returned to the Admin Assistant it was borrowed from as soon as possible after the transaction is complete. Do not save or store the P-Card number. In addition, the requestor/borrower must provide an account number for the expense, business purpose for the purchase, and an electronic copy of the itemized receipt to the Admin Assistant via e-mail. These are necessary for proper P-Card expense reconciliation.

Luddy Bloomington P-Card holder List - Admin Assistants

P-Cards standard limits are $4,999 per transaction and $20,000 credit limit per month. For occasional purchases over $4,999, IU Purchasing, with Luddy Finance approval, may approve a temporary transaction limit increase.

P-Cards may not be used for travel related expenses, to make recurring payments, or for divided payments, i.e. large transactions divided into smaller payments to avoid $4,999 transaction limit. Please see the IU P-Card Restrictions list for additional information. P-Cards may be used to purchase non-inventoried technology valued at less than $500. Refer to Luddy IT Purchasing Policy for details on restricted and acceptable technology purchases.