Purchase Cards are issued individually and only the person whose name is on the card may use the card. Your P Card will be tailored to your specific needs, minimizing the potential for abuse if your card is lost or stolen. As with any company purchase, the card is not to be used for any product, service or with any merchant considered to be inappropriate for college funds. Failure to comply may result in disciplinary action, cancellation of your card privileges and possible termination of employment.
Familiarize yourself with the P Card program by reading the general guidelines, reconcilement and payment plans, tax exempt status information and frequently asked questions and by viewing the P Card PowerPoint presentation.
Purchase Cards Benefits to Concordia
- Allows authorized college personnel to obtain goods and services quickly and easily
- Typically requires no purchasing approvals or requisition forms prior to purchase
- Significantly reduces paperwork and processing time
- Provides cost savings through consolidated payment (one monthly payment to the card issuer versus multiple checks to vendors)
- Improves supplier relations due to faster payment, i.e. card issuer pays suppliers in three days
- Provides consolidated data for supplier management, future negotiations and program management
- Provides improved controls over accounting and purchasing
- Facilitates monitoring to ensure compliance with Concordia purchasing policies
Purchase Card Benefits to Suppliers and Vendors
- Improves cash flow as payment is received in three business days or less
- Eliminates after-sale invoicing and collection activities which reduces transaction costs
- No additional applications or paperwork is necessary if supplier/vendor is already a VISA merchant
- No waiting for credit approval
Purchase Card Policies and Procedures
Purchases made with a P-card must comply with the following:
- Concordia's Travel and Business Expense Policy
- Concordia's purchasing, accounts payable, and purchase card policies and procedures
Purchases must also meet the following requirements:
- An original itemized receipt must support each purchase and include the vendor's name, transaction amount, date, itemized description of the items purchased, participants, and the business purpose. (You must document who, what, why, when and where to comply with IRS regulations.)
- All purchases are the property of Concordia and must be delivered to the College's address.
- For year-end purchases, items must be received on campus by April 30.
- Mileage reimbursement must include documentation of the date, starting and ending odometer number, starting and ending location, and business purpose.
Prohibited Purchase Card Uses
The use of Purchase Cards is NOT allowed for the following:
- On campus purchases
- Personal purchases
- Personal services from individuals (1099 non-employee compensation), including consultants and speakers. These payments must be requested through the Business Office by submitting a direct payment voucher along with an IRS W-9 form properly completed and executed by the payee.
- Purchases using Faculty Professional Development Funds
- Projects funded by grants or contracts sponsored by an outside agency (e.g., NSF, Dept of Ed, etc.)
- Concordia College P-Card User Agreement
- Concordia College P-Card Request/Maintenance Form
- Wells Fargo Bank Purchasing Card Dispute Form
- Declaration of Forgery or Unauthorized Use
- Missing Receipt Form
- P-card Policy Highlights
Purchase Card Administrator