Important Links

Recommended Uses for the PCARD

See unauthorized PCARD use

Cardholder are authorized to use the PCARD to purchase many business related goods and services needed to perform their duties as an employee of the university.

Transactions that are placed on the PCARD should not conflict with any of the University Policies and Procedures.

Suggested Uses for the Purchasing Card

• Office Supplies – Staples
• Appliances - must have energy star rating
  Note: Check with Facilities Management on Small Appliance Policy
• Dues and Subscriptions
• Registration Fees
• Books
• Catering Services- Chartwell
• Business Meals with Agenda
  Note: Check Discretionary Expenditure Policy for prior Required Approval
• Memberships (professional organizations only)
• Shipping charges (FedEx, UPS)
• Travel and travel-related expenses, if card has travel privileges
• Meal for Candidate recruitment (one university host and the candidate)
• Rental Vehicles/Gasoline for Rental or Leased Vehicles-Enterprise Car Rental
• Equipment purchases or repair, and equipment rental under $1,000
  (for purchase over $500. Notify Comptroller’s office, items must be tagged for inventory purposes)

This is not an all-inclusive list.  There may be items not mentioned on this list that are acceptable purchases.  Contact Procurement Services if you are uncertain about any purchase.

PERSONAL PURCHASES ARE STRICTLY FORBIDDEN

Unauthorized PCARD Use

Restrictions and General types of Violations on PCARD

• Any transaction that violates PCARD policies and procedures
• No purchases of Apple (Macs, Ipads, etc.) or Dell computers. Create a requisition in SAP
  
• Donations to charitable organizations
• Construction trade work
• Items for personal use
• Travel and travel-related expenses if cardholder does not have travel privileges
• Gift Cards cannot be purchased using PCARD
  Note: Questions regarding Gift Cards contact Holly Vasquez or Blaine Gilmore
• Gifts for students, faculty or staff
• Printing
• Services subject to Personal Services Contracts, i.e. consultants, legal services, etc.
• Purchases requiring you to sign a vendor contract
  Note: Entertainment contract, i.e. bands, speakers
• asoline for privately owned vehicles
• Payment of tuition, student fees or to purchase books for a student/must contact the Student Financial Aid Office.
• Christmas or holiday cards
• Meals when traveling
• NKU Parking permits cannot be purchased using PCARD.
• Buying products from a source other than NKU University’s price contracted vendors
• Intentionally splitting a purchase to circumvent transaction limits
• Failing to maintain receipts and supporting documentation or obtain approvals for purchases

If you have questions regarding restriction purchases, contact Procurement Services.