This P-Card FAQ provides answers to common questions about purchasing cards, including usage, policies, and best practices. Whether you're new to P-Cards or need a quick reference, these answers will help you navigate the process with ease. Check back regularly, as FAQs are updated frequently to ensure you have the most current information.
P-Card Transition FAQs
The CSCU policy serves as the overarching framework for P-Card use across all institutions. At SCSU, we establish specific procedures to ensure compliance while addressing campus-specific needs. This includes defining who approves P-Card applications, outlining compliance and violation protocols, and establishing reconciliation procedures.
- Individuals whose job responsibilities require frequent business-related purchases are eligible to apply for a P-Card.
- P-Card applications will be evaluated based on necessity, including the types of goods or services required, the estimated number of transactions, and the availability of alternative payment methods.
- All P-Cards applications must be approved by the applicant's Vice President or Dean.
To obtain a U.S. Bank P-Card, you must submit a P-Card application for review and approval by your Vice President or Dean.
The requirement for training as a condition for receiving a new P-Card is a component of the revised system-led purchasing policy. The Board of Regents emphasized mandating training prior to P-Card issuance, as well as ensuring each employee accepts the new rules upon receipt of a P-Card is a critical change needed across all campuses. The Board views this as a vital step in demonstrating compliance with the updated requirements.
P-Cards must be issued in the individual name of a SCSU employee. This is to ensure there is a party responsible for activity on the P-Card. It is possible to have a card issued to a departmental administrator who is responsible for making purchases on behalf of a department.
If you have been informed that your purchases should go through the Purchase Requisition process instead of using a P-Card, please refer to the Requisition process for guidance on how to submit your request. For further assistance, you can reach out to Procurement@southernct.edu.
Purchasing FAQs
No, you cannot purchase alcohol with your P-Card per Connecticut Statute CGS 4-56. Restrictions on use of state funds for alcohol. This statute outlines restrictions on the use of state funds for the purchase of alcoholic beverages. It prohibits the use of state appropriations or funds for the purchase of alcohol unless there is explicit, specific authorization in the budget or a special provision in the law.
The statute reads:
"No state funds or appropriations shall be expended for the purchase of alcoholic beverages unless such expenditures is authorized by law."
This means that, unless there is a specific legislative provision or budget authorization allowing it, the use of state funds for purchasing alcohol is prohibited.
P-Card transactions are uploaded to Banner after the reconciliation process. As a result, there is typically a one-month lag between the transaction date and when it appears in Banner.
Immediately contact the P-Card Administration via email to notify them of the lost or stolen P-Card. P-Card Administration will determine next steps.
Please submit via the P-Card Limit Increase Application.
No. You must submit a new P-Card application with appropriate index/indices and the signature of your new Vice President or Dean.
Contact the P-Card Administration via email to determine the cause of the decline.
No. Items purchased with university funds should be shipped to an appropriate university address.
Having purchases delivered to a university location provides clear documentation of receipt, supports internal controls and audit requirements, and demonstrates that the items were received for official university business.
To ensure compliance and proper stewardship of university resources, all P-Card purchases should be shipped directly to a university address.