PURCHASING CARD (P-CARD) FORMS

 

P-Card Forms

P-Card Application Form (pdf)

A completed P-Card Application Form is required when requesting a new P-Card.

Cardholder Agreement Form (pdf)

The completed Cardholder Agreement Form is required for every card issued. The form is given out at the end of cardholder training. It must be turned into Purchasing Services within 10 working days after the card has been picked up or the account will be closed.

Delegated Card User Form (pdf)

This form is required if a Cardholder delegates the use of his/her card to someone else.

Missing Receipt Form (pdf)

The Missing Receipt Form is to be used only in exceptional circumstances when the Cardholder cannot obtain a replacement receipt from the vendor. Using the form more than twice in any fiscal year may result in violation points.

Meals and Entertainment Form (pdf)

A required form when a P-Card is used to purchase meals and entertainment related to the conduct of University business. Please refer to Policy 516 “Meals and Entertainment” for additional information.

Taxable Gifts and Awards Form (pdf)

A required form when a P-Card is used to purchase gift cards for employees. Please refer to Policy 505 “Employee Gifts and Awards” for additional information.

P-Card Transaction Form (pdf)

The use of the Transaction Form is optional. It can assist Cardholders and Card Managers track P-Card transactions and assist in reconciling both the US Bank and University monthly statements.

Additional Information Form (pdf)

The Additional Information Form is not required, but it may be used as support documentation for P-Card transactions that could be viewed as personal purchases, but were made for official University business purposes. (This form may not be used for Meals or Entertainment – see Policy 516.)

Related University Policies

Review these policies to ensure compliance when using P-Cards to pay for employee gifts and awards (including flowers and plants), and meals and entertainment.

Policy 505 – Employee Gifts and Awards (pdf)

Policy 516 – Meals and Entertainment (pdf)

Helpful Links