P-Card Policy

The Lafayette College P-Card is a credit card that offers a more efficient and flexible method to procure and pay for purchases of goods and approved web-related orders that require a credit card with a limit of $4,999.99 and that comply with P-card policy.

Each credit card holder must have a Banner FOAPAL (account code) assigned to it as a default account.

The P-Card program is meant for smaller purchases that do not need or require a purchase order and need to be made in a timely fashion.

As stated in the “P-Card Responsibility Statement” form that must be signed prior receiving your P-Card, a cardholder that makes an unauthorized purchase with the P-Card in an inappropriate manner or without prior approval from the Budget Manager or Department Head, will be subject to disciplinary action including Cancellation of the Card and if a significant violation, possible termination of employment.

Cardholders are solely responsible to resolve all administrative issues that may be experienced with the use of their cards. For example, billing/charges questions with vendors, returns & credits, prompt fraud reporting and fraud follow up with issuing bank, promptly reporting lost/stolen cards to the card issuer, providing required receipts, and the running and timely submission of expense reports.

The P-card can NOT be used for the following:

• Computers & Mobile Devices (iPad, Android and Microsoft tablets, etc…) –For questions regarding these devices, forward your question to the ITS Help Desk (help@lafayette.edu / 610-330-5501)
• Software
• Copiers
• Capital Equipment
• Purchases prohibited by a Grant (reference Office of Research and Sponsored Programs site and Grant manual)
• Purchases that exceed the Cardholder’s budget

All purchases that are UNAUTHORIZED reimbursement purchases under the “Finance Expense Reimbursement Policy” apply to the P-Card.

• Entertainment
• Flowers
• Maintenance Contracts
• Office Furniture
• Personal Purchases

1. Purpose and Scope
   • The purpose of this policy is to streamline small-dollar, student-related and department-approved purchases in support of academic, administrative, and co-curricular activities.
   • These Purchasing Cards (“P-Cards” or “Cards”) are intended solely for department-approved purchases and may be used by authorized Lafayette students (e.g., student club leaders, resident assistants) with prior departmental approval.
2. Account Approval and Cardholder Responsibilities
   • The designated department cardholder must complete the online application and responsibility form, with required supervisor approval, before receiving their Purchasing Card.
   • Contact the Procurement Office to determine how the department or user name appears on the card.
   • The department cardholder retains primary responsibility for the card, including ensuring compliance with this policy.
   • Authorized student users may be permitted to use the card, but ultimate accountability for all purchases rests with the department cardholder.
   • Both the cardholder and any authorized users are responsible for complying with this policy and all applicable Finance and Procurement policies.
3. Transaction Limits
   • Per-transaction limit: $200
   • Monthly limit: will be set at $1,000
   • The single transaction limit may be temporarily adjusted by the Procurement Office with prior departmental approval.
4. Eligible Purchases
   • Cards will only be used for the purchase of authorized goods and services that:
     • Directly support student clubs, housing activities, or other department-approved initiatives.
     • Are consistent with College purchasing policies.
     • Have prior approval from the department cardholder.
5. Prohibited Purchases
   • Prohibited purchases include, but are not limited to:
     • Travel and related expenses
     • Personal items
     • Gift cards (unless specifically pre-approved and documented with a Cash Equivalent Prize and Award Distribution Log)
     • Alcohol
     • Any item that violates College Finance or Procurement policies
6. Documentation and Reconciliation
   • Authorized student users must return the card and all receipts to the department cardholder immediately after use.
   • A detailed sales receipt must be uploaded into Emburse and matched to the corresponding charge.
   • The department cardholder must reconcile all purchases in Emburse at least once per month, in accordance with Finance Office deadlines and policies.
7. Security and Misuse
   • Cards must be stored securely by the department and only issued to authorized student users for a limited, approved purpose.
   • Misuse of the card, failure to follow this policy, or missing documentation may result in:
     • Suspension or cancellation of card privileges
     • Disciplinary action under applicable student or employee policies

Purchasing Card (P-Card) Responsibilities at a Glance
Quick Reference Guide for Departments, Student Users, and Procurement Office

P-CARD FORMS

To apply for a P-Card, please complete both the “P-Card Application Form” and the “P-Card Responsibility Statement Form“. The P-Card processing procedure will begin once BOTH forms are received by Procurement. P-Cards are issued by the bank and will be delivered to you via campus mail.

*If both forms are not received by Procurement simultaneously, the duration of time before your P-Card process is completed will be prolonged.

• P-Card Application Form
• P-Card Responsibility Statement Form
• P-Card Reconciliation Instructions/User Guides
• P-Card Received Confirmation Form (STAFF USE ONLY!)