Carnegie Mellon University

Purchasing Card (PCard)

The university's PCard program is designed for large volume, low-priced purchases, but cannot be used for any travel/travel-related costs. Section 5.0 of the Procurement Manual [.pdf] provides complete information about the PCard program.

PNC Bank is the university’s card provider and the program is administered by Business Systems and Services. For more information, contact the Business Systems Help Desk at pcrdhelp@andrew.cmu.edu or x8-4666.

Obtaining a PCard

Departments can request that a PCard be issued to an employee using the PCard Request Form [.php]. This form is used to request a card, establish spending limits, assign default accounting information and determine who will approve the cardholder's transactions.  Both the department's business manager and the division's ALG member must approve this form. 

Before the card can be issued, the cardholder must:

Verifying PCard Transactions

PCard transactions must be verified within 30 days of the transaction being posted in Oracle. Verifying transactions means providing a business justification as well as providing accounting information for each charge. The verification process is completed through the Oracle Internet Expenses - Procurement Card application.  It is possible for transactions to be verified by a delegate.  Once the transactions are verified, they must be approved by your PCard approver.

To verify PCard transactions, the cardholder or delegate must:

Managing Your PCard

Here are some quick tips about situations you may encounter when managing your PCard:

Refer to the PCard FAQs for more detailed information.

Auditing Your PCard

The University Audit Services (UAS) website contains information about how your PCard activity is audited, as well as information about the handling of audit violations, which is also referenced in the Procurement Manual [.pdf].