Procurement Card Frequently Asked Questions

Information regarding how to obtain a P-Card is located in the forms section of this site. This website includes an p-card procedure manual, general information, forms, statement dates and deadlines, and instruction information

Cardholders are notified via email when the p-card arrives. To receive the new card or renewal, cardholders are to successfully complete the p-card assessment. Instructions will be included in the email.

A KULC P-card is a tool that carries with it a certain level of responsibility. Employees that demonstrate an inability to meet this responsibility may be handled one of three ways: (1) Disciplinary discussion with employee regarding P-card responsibilities possibly followed up with additional training; (2) P-card may be checked in/out with supervisor to ensure proper documentation is received immediately and that charges are reviewed immediately; (3) The account is inactivated until employee can demonstrate responsibility.

NOTE –Abuse of KULC P-card by an employee is both a disciplinary issue as well as a financial issue. If you are aware of potential misuse of a procurement card, notify both Procurement as well as Human Resources.

KULC P-cards have a set transaction and monthly limit. Temporary increases may be requested via the UKANS Temporary Changes to P-Card and KURES Temporary Changes to P-Card.

If any portion of funding involves KUCR funds (9xx funds), the request will be referred to KUCR for additional approvals.

Departments are not required to use their P-card if a vendor charges an additional fee to accept the P-card payment. Visa regulations do not allow a charge transaction to cost more than a cash transaction. If this occurs, the amount can be disputed. This does not apply to certain convenience fees.

Please visit the Procurement cards page for instructions and information you need to know when requesting a card.

Personal travel is not permitted to be charged to the KULC P-card. Spousal airfare purchased at the same time as an employee’s airfare must be charged to a personal credit card.

Extended hotel nights cannot be charged to the KULC P-card. Travelers that stay additional nights must provide the hotel with a personal credit card to be charged at the time of checkout or the entire trip should be placed on a personal credit card and the traveler submits a travel reimbursement request upon return.

Car rental insurance coverage is built into the KU P-card program for all employees. Rentals paid for non- employees are therefore an exception to this coverage. Ideally for tax reporting purposes, non-employees including interview candidates should be reimbursed for car rentals rather than paid directly by a department. If any portion of the rental is determined to be a personal benefit, the individual will receive a 1099 for the personal benefit received.

Procurement, KUCR & KUEA all recognize this increase in transactions within the financial systems. Additionally all three units do not currently process any payments based upon a summarized statement only and require additional details to be submitted at the time of payment. Finally, all three units believe that the benefits KU achieves by lowering its internal control risk related to these accounts is worth the increase in transaction numbers.

These mistakes are fixable; however employees with both cards should be cautious with their purchases. The process currently in place is that the business unit with the incorrect charge will place the charge in suspense and require a check/ACH payment to be received from the appropriate business unit.

Transactions that have a business purpose and meet the purpose restrictions of the KUEA fund being used may be placed charged on the KULC P-card. This includes department hospitality and other business related purchases that are typically not allowed on state funds.

KULC/State travel rules apply to all P-card charges. KUCR has specifically requested that KUCR funded travel NOT be charged to a KULC P-card. Departments should instead use their issued KUCR Credit Card. To minimize travel reimbursement confusion related to P-card charges, Procurement and KUEA Finance Office agreed that state rules will be applied. Departments will still have the option to submit travel reimbursement expenses following KUEA’s travel policy via KUEA’s check reimbursement process.

Due to liability issues, the KULC P-card may NOT be used to purchase alcohol directly from a liquor store. Alcohol may ONLY be purchased using the KULC P-card if it is purchased from a vendor with an Alcohol Beverage Control (ABC) license.

Examples:

• ALLOWABLE - Event is held at KU Alumni Association where alcohol is served by licensed server and payment is made directly to the Alumni Association. In this situation the Alumni Association has an ABC license and therefore is liable for the distribution of the alcohol and has liability coverage for any incidents related to alcohol consumption by an attendee.
• NOT ALLOWED – Event is held at private home where alcohol was purchased by university employee from liquor store. In this situation the individual/employee purchasing the alcohol and the University are liable for any incidents related to alcohol consumption by an attendee – this is NOT a risk that either an employee or the University should take on.

In addition, the University policy regarding alcoholic beverages at University events must be followed.