Wilkes University

University Procurement Cards (P-Cards)

 A P-Card is a credit card issued to a permanent employee, including preferred supplier employees, for the purpose of making authorized purchases on the University's behalf. The P-Card is intended as a cost-effective option to simplify the purchasing and payment process of low dollar transactions.

It is the Cardholder's responsibility to ensure that the P-Card is used only within the stated guidelines of the P-Card Policies and Procedures. P-Cards are assigned to a specific individual, not a school or department, and are not associated with your personal credit. They are not assigned to or used by multiple users, and may not be loaned to any other individual.

P-Card Frequently Asked Questions

To be eligible for a P-Card the applicant must meet the following criteria:

  • The applicant must be a Full-Time faculty or staff member (Part Time faculty/staff members must be approved by the VP, Finance & General Counsel)
  • The applicant must submit a completed Procurement Card Enrollment form.
  • The applicant must successfully complete New Card Recipient training, with a score of 70% or greater on the training module quiz.

Upon eligibility, an employee can expect to receive a P-Card within 7-10 business days of submitting an approved Procurement Card Enrollment Form. New Card Recipient training must be complete prior to picking up the new card from Business Operations.

For a complete listing of items that cannot be purchased with a University P-Card, please refer to the Prohibited P-Card Purchases Policy. The following list of goods and services is NOT inclusive of all items, and is only intended to guide your decision-making process. 

  1. Alcoholic beverages (bars, taverns, night clubs, lounges, hotels, restaurants)
  2. Apple iTunes, printers, and other technology related purchases - must be coordinated with the Information Technology Department (IT)
  3. Capital equipment (tangible equipment with a life expectancy of over one year and a value of $3,000.00 or more)
  4. Furniture - All furniture, large items, and/or equipment that requires a connection to a utility (i.e. electric, water, gas, sewer, air, etc.) must be coordinated with University Facilities
  5. Gift cards or certificates for non-employees - must be processed through Accounts Payable
  6. Gifts, prizes, and/or awards to employees in excess of $50 – please contact Accounting for information regarding taxable income
  7. Products or services for personal, private or non-University use
  8. Purchases not authorized by individual cardholder's Approver - see Non-Conforming Charge Policy
  9. Services - payment for technical, professional, or other contract services (entertainment, construction, maintenance agreements, honoraria, temporary help, and warranties)
  10. Tips or gratuities for service IN EXCESS OF 20%.

All monthly charges must be reviewed, allocated and locked online BY NOON OF THE THIRD BUSINESS DAY OF THE FOLLOWING MONTH. (Items purchased on the last day of a month may take two or three days to post on the Card Provider's website.)

Transactions not allocated by the set P-Card Allocation Deadline will be considered a P-Card Offense and subject to consequences. Please refer to the P-Card Policy for more information.

A monthly transaction statement is sent to each Cardholder. Please compile all original receipts in the order they appear on the statement, and attach behind the monthly statement by staple in the top left corner. The statement should be signed by both the Cardholder and Approver. If any transactions were allocated to a budget different than the Cardholder's original Approver, the Cardholder must obtain the signature of any additional Budget Managers. The statement should be sent via interoffice mail to Business Operations by the 20th day of the month. (Example: January statements would be due February 20th)

Lost/stolen cards should first be reported to PNC by calling 1-800-685-4039. PNC will want to speak directly with the cardholder, to verify identity and confirm recent transactions. If asked, the cardholder's PIN is the last four digits of their WIN (we never use SSN). Typically, PNC will place a stop on the card and issue a replacement card with a new number. If they do not, contact a Program Administrator to order you a new card.

 The last four digits of your WIN. We never use Social Security Numbers for Wilkes P-Cards.
 Your current available balance is available on the Home page of PNCActivePay. In the middle of the screen, in the Cardholder Information section, there's a link for "Recent Activity". If you click on the word "show", your most recent transactions and current available balance will appear.

The three most common errors for a card being declined are: invalid security code (3 digit number on back of card), invalid expiration date, or insufficient funds available.

  1. To find the declined transaction, navigate to the Quick Links section on the Home page.
  2. Click on Recent Activity. In the next screen, click on "Search" if you do not see your name and P-Card information appear.
  3. Click on your name to highlight it blue. Links will appear above your information.
  4. Click on "View Recent Authorizations". Your most recent transactions will appear in a pop-up box.
  5. If any transactions say Declined next to them, click on the transaction to highlight it blue, then click on "Check Status Detail". A new window will provide details about this specific transaction, including any reason it was declined.
Please complete a Credit Limit Increase Form. The form must be signed by both Cardholder and Approver, and sent to Business Operations via email or interoffice mail. The form should be requested as either temporary or permanent. A Program Administrator will increase the limit and notify the Cardholder when it has been completed.
Please contact a Program Administrator for a password reset. Please ensure you are following the browser requirements of the site and using the correct username and organization ID before requesting a password reset.
It is the Cardholder's responsibility to make a good-faith effort in contacting the vendor and obtaining a duplicate/copy of the original. If no duplicate can be made, the Cardholder must complete a Missing Receipt Form (signed by both Cardholder and Approver) and used in place of the receipt with the monthly statement.

The Cardholder is responsible for attempting to resolve the charge. The Cardholder should complete a Billing Inquiry Form and contact PNC to report the fraudulent charges. PNC will then issue a new card to the Cardholder and provide resolution/credits to the disputed charges.

NOTE: Cardholders must provide the FOAP, detailed description, and check off "reviewed" for ALL transactions each month. This includes any non-conforming charges, charges being disputed, and any credits that are issued! Cardholders may write in the Notes that the charge is being disputed as fraud, or that it is a credit for a disputed charge.

Business Operations discourages purchases from eBay for the reasons listed below:

  • eBay requires purchases to indemnify them. Per the eBay terms and conditions, "You will indemnify and hold us (and our officers, directors, agents, subsidiaries, joint ventures, and employees), harmless from any claim or demand, including reasonable attorney's fees, made by any third party due to or arising out of your breach of this Agreement, or your violation of any law or the rights of a third party."
  • eBay takes no responsibility to guarantee the product is delivered after payment.

Yes! Business Operations has created a central Wilkes Amazon Business account that will make it easier for you to purchase on Amazon.com. The goal is to simplify the purchasing process so that you are able to take advantage of the wide selection and competitive prices of the Amazon marketplace, while creating separation from personal accounts and personal usage. Your @wilkes.edu email address or University P-Card may no longer be associated with an Amazon Prime account. Amazon Business will NOT replace current Wilkes University practices for purchasing office supplies, furniture, and technology-related items.

If you will be making purchases from Amazon, please contact Janet Cussattfor an invitation and set-up instructions for the Wilkes Amazon Business account.

P-Card Policies and Forms


©