The Office of Procurement Services is pleased to offer the Purchasing Card Program to full-time faculty and staff at Montclair State University. The program will allow for the direct purchase of small dollar items through the use of a University credit card. Our goal is to substantially eliminate the need for small dollar purchase orders, direct reimbursements, petty cash accounts, and operational advances. The major objectives of the program include the following:
- Simplify the acquisition of goods and services
- Streamline the Purchasing & Accounts Payable process
- Reduce processing costs
- Reduce Purchase Order and Accounts Payable cycle time
- Reduce Purchasing and Accounts Payable transaction volume
The purchasing card is – to be used for University business purposes only. The University is responsible for payment of all authorized purchases made with the card. Purchases will be charged to the cardholder’s department.
P-Card Forms & Resources
- P-Card Holder’s Policies & Procedures Manual (PDF)
- Proper Use of the P-Card (PDF)
- P-Card Helpful Hints (PDF)
- Quick Guide Sheet for Amazon Business (PDF)
- P-Card Application (PDF)
- P-Card Cardholder Agreement (PDF)
- Grant Funds P-Card Application (PDF)
- Grant Funds P-Card Agreement (PDF)
- P-Card Transaction Log (PDF)
- Verifying P-Card Transactions – User Guide (PDF)
Available dates and times for the P-Card, Procurement Life Cycle, and other training sessions can be found on the ITDS Training Portal
How can I be authorized for a Procurement Card (P-Card)?
A person must be a full-time Montclair State University employee and must obtain approval from his/her supervisor/fiscal agent to apply for a P-Card. The application form and cardholder agreement form are on the Procurement Services’ website. These forms must be signed by the employee and the supervisor/fiscal agent. Completed forms must be sent to the Procurement Administrator, Procurement Services. The employee will be contacted by Procurement Services to attend a P-Card use training session.
What items cannot be purchased using the P-Card?
The P-Card cannot be used for the following: any/all travel-related expenses (hotels, meals, restaurants, catering, airlines, limo and taxi services), pharmacies, ATM machines, food stores, liquor stores, florists, computers, gift cards, consulting services, construction services or iTunes.
Why won’t my purchase be processed against the P-Card?
There can be numerous reasons for a P-Card purchase to be declined: The vendor is using the wrong P-Card expiration date; the amount of the purchase exceeds the P-Card holder’s daily transaction limit; the P-Card holder’s monthly cumulative purchase limit has been reached; the purchase is being made with a vendor whose merchant code is blocked. The P-Card holder can review their credit authorization log in Works or contact Procurement Services to find out why the purchase was declined.
Can I use PayPal with my P-Card?
Paypal is the least preferred method of payment and can only be used when there is no other payment option available. In those instances, it is the cardholder’s responsibility to take a print screen of those items being purchased. The print screen must include a description of the item, the cost of the item, and the vendor’s name. The cost of the item on the print screen must match the Paypal receipt. In addition, any purchase via PayPal must be approved in writing by the cardholder’s supervisor. The written approval must be attached to the associated receipts for the purchase and filed with the monthly P-card statement as well as scanned and attached to the transaction screen in Works. Failure to do so may result in the loss of Purchasing Card privileges.
What is considered an acceptable attachment to the P-Card Transaction?
Any attachment to a transaction must include the following information:
- The name of the vendor
- A description of the items purchased
- The date of the purchase and,
- The total amount of the purchase
We recognize that an actual receipt is not always available when the transaction is processed. Therefore, it is acceptable to use a purchase acknowledgment from the supplier for the order, or in the case of Paypal, the Paypal acknowledgment, along with a screenshot of the checkout, which is available prior to the completion of the order.