The University of Illinois Purchasing Card (PCard) is a University-paid purchasing card that allows authorized employees to make approved small-dollar purchases of supplies and equipment under $7,500. Managed by University Payables, the program helps streamline purchasing while ensuring compliance with University policies.
PCard transactions are documented, reconciled, and approved in Emburse Enterprise, the University of Illinois System's travel and expense management tool. All purchases must comply with procurement requirements, allowable expenditure and funding guidelines, and applicable laws. Misuse of a PCard may result in disciplinary action, financial recovery of unauthorized charges, and other legal consequences.
- For proper processing and approvals:
-
- All storefront physical receipts must be turned in to the IGB Gatehouse.
- Ensure you obtain an itemized receipt for every transaction.
- Business Justification that identifies the Who, What, When, Where and Why of the purchase.
- Ensure purchases do not include sales tax. If sales tax is charged, please include a comment indicating whether the tax will be refunded. If a refund is expected, note when the refund will be processed. If the tax is not refundable, please state that as well.
- Cardholders are responsible for reviewing and reconciling their transactions promptly. All transactions must be reconciled and submitted within 25 calendar days of the transaction date.
PCard Exception
There can be some circumstances in which a PCard exception may be required. Users should plan properly to identify these instances as a PCard exception process may take up to 15 days to be approved. The PCard exception MUST be approved PRIOR to the use of the card. If not, this will result in a PCard Non-Compliance issuance.
Non-Compliance
A Non-Compliance will be issued if a violation to the PCard policy has occurred. A non-compliance is when an employee uses their PCard for restricted or prohibited purchases without a PCard exception. Cardholders may lose their PCard privileges under these circumstances.
- 1st incidence - Cardholder will be cited and a copy of the citation will remain in the cardholder's file and sent to University Card Services.
- 2nd incidence - Cardholder will be cited AND their PCard will be suspended for the remainder of the billing period.
- 3rd incidence - Cardholder will be suspended for up to one year or their PCard account cancelled.
- Examples of a violation, may include, but not be limited to:
-
- Using the card for a Prohibited Purchase
- Failure to provide documentation of the purchase
- Late submission of the purchase documentation
- Failing to reconcile transactions
- Allowing the PCard to be used by other individuals – also known as Card Sharing
- Splitting or “Stringing” a purchase to circumvent the single transaction limit or to avoid the competitive bid requirements.
Computer Software and Electronic Services
Software and electronic services for which the total cost is less than or equal to $7,500 is a restricted purchase. Software and electronic services less than or equal to $7,500 may be purchased with a PCard if the requirements are met and the required form is filed in the unit as back-up documentation for the purchase. Prior to using a PCard to purchase allowable software or electronic services, the unit must complete the Software and Electronic Services Purchased by PCard form to determine allowability. If the purchase is allowed, 1) a PCard exception request is NOT required; and 2) the unit must retain the final approval email and the Software and Electronic Services Purchased by PCard form in the unit’s file, as well as attach the final approval email and the PDF of the completed form to the expense report in Emburse Enterprise. Software and electronic services that do not meet the requirements must be purchased by submitting a purchase requisition in iBuy (with any required terms and conditions submitted as a contract request in Contracts+).
Emburse checklist for PCard Transactions
- To ensure your PCard transaction will be approved in a timely manner, please follow this checklist for accuracy and compliance:
-
- Does the receipt match the charge and itemized (place, date, amount)
- Does the business purpose list the who, what, where, and how the purchase benefits the University?
- If the purchase is from a “brick and mortar” business, has the physical receipt been turned in?
Is the account code appropriate? - If tax was charged, is there a note stating if they are pursuing a refund, or if they are unable to get a refund?
- If software or electronic services are being purchased, is the appropriate form and approval attached?
- If an exception is being used, is it the number listed in the business purpose, and a copy of the approved exception attached?
- Is the purchase allowable per BUSFIN policy 7.6?
- For membership, conference expenses, or subscriptions. Do the start and end dates match the actual dates of the expense?