Carnegie Mellon University

Purchasing Card FAQs

The PCard Help Desk is responsible for supporting the Oracle Financial Applications including PCARD.

Goods and services that are necessary for a University activity or event that are:

  • Allowable under University policies
  • Within limits assigned to the card
  • From suppliers that accept standard terms and conditions

The following purchases are prohibited:

  • Personal purchases
  • Payments to individuals (i.e. independent contractors)
  • Purchases for travel or entertainment that occur while traveling more than 60 miles from the cardholder's designated home campus
  • Payments for ANY type of professional services
  • Employee relocation expenses (should be on an expense report)
  • Federal funds transactions that are:
    • $2,500 or more with a non-preferred supplier
    • $10,000 or more with a preferred supplier
  • Equipment, software, furniture where the total amount or cumulative value of the transaction is equal to or greater than $2,500c
  • Radioactive or hazardous materials
  • Departmental purchases of gas cylinders
  • Payments for services or software licenses when a contract has not been executed
  • Payments for services where the total or cumulative amount is $2,500 or greater (excluding offsite event rental facilities, catering and food services)
  • Warehouse club memberships
  • Employee moves or relocations
  • Cellular phone and data service
The cardholder should contact PNC Bank at 1-800-685-4039 IMMEDIATELY. Then, the cardholder should contact the Financial Systems Help Desk at 8-4666 or pcrdhelp@andrew.cmu.edu. A new card will be ordered and delivered within 5-7 business days.
The cardholder should ensure that the merchant is using the correct account number and expiration date. Additionally, the cardholder should ensure that the merchant is not excluded as a result of the MCC exclusions. If there is still a problem, the cardholder should contact the Financial Systems Help Desk at 8-4666 or pcrdhelp@andrew.cmu.edu.

The following MCCs’s have been restricted:

  • Airlines
  • Automobile rentals
  • Cable and other Pay TV services
  • Utilities - electric, gas, water, sanitary
  • The detailed list of MCC Exclusions

The following data should be included on each receipt:

  • Merchant name
  • Date of purchase
  • Reference to the credit card used
  • Amount of the purchase
  • Items purchased

The cardholder should complete a Missing Receipts form. The form should include the following information:

  • Merchant name
  • Date of purchase
  • Reference to card used
  • Amount of the purchase
  • Items purchased
  • Business Justification

To make changes to card information, you should submit a Purchasing Card Request Form, available in the Online Forms System (OFS).  There is a section on the form for you to indicate whether the request is for a new card, to change an existing card, or to close a card. Administrative Leadership Group (ALG) approval is required for all card changes. The OFS will route the form to the selected ALG member for approval.  Once you receive an email stating that the form is complete, the changes have been made to your card.

For questions about the Purchasing Card Request Form, please contact the Financial Systems Help Desk at pcrdhelp@andrew.cmu.edu or by phone at 412.268.4666.

The cardholder should contact the supplier and attempt to resolve the problem. If the problem can not be resolved, the following actions should be taken:

  • Complete a PNC Billing Inquiry Form
  • Fax (8-2732) or scan and email the form to the PCard Help Desk (pcrdhelp@andrew.cmu.edu)
  • The PCard Help Desk will review the form and then send it to PNC

It should be further noted that disputes must be resolved within 60 days of the date of the cardholder statement.

The cardholder should leave the disputed charge unverified in Oracle. Once the credit is received, the cardholder or their designate should allocate the disputed charge and the credit to the SAME account string. Please note that if the credit is not received within 20 days, the cardholder may receive an automatic outstanding transaction notices for disputed charges.
According to the purchasing policy and Cardholder Agreement, this is a not permitted. The following steps should be taken regarding personal purchases:

The Personal Purchase - Purchasing Card Form should be completed and submitted to the Taxation Department.  A check must accompany this form and should be submitted within 5 days of the occurrence. 

If a personal purchase is not reported and/or repaired by the cardholder within five business days, the cardholder will have their card suspended immediately and will permanently lose all future card privileges.  Additionally, this unreported personal purchase will be reported to the Audit Committee of the Board of Trustees.  Improper use of the Card for unauthorized, inappropriate or personal purposes will be considered misappropriation of University funds and may be grounds for disciplinary action up to and including termination of employment.

If there are any additional questions, the cardholder should contact Kathy Proch (Associate Controller) at 8-5158. 

To close a card, you should submit a Purchasing Card Request Form in the Online Forms System and indicate that the card should be closed.  The form will route to the selected ALG member for approval.  Once approved, the form will go to the Financial Systems Help Desk who will close the card.  Once the card has been closed, the form will be marked complete and an email notification will be sent to the requestor indicating that the request has been completed.  Please note, any outstanding charges must be verified.

For questions about the Purchasing Card Request Form, please contact the Financial Systems Help Desk at pcrdhelp@andrew.cmu.edu or by phone at 412.268.4666