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

Due to the complex nature of grants, please have the Office of Sponsored Programs approve all Vendors and orders prior to using the P-card.  In order to charge with the P-card against a Grant Account, you must use the “P-Card Grant Approval Form” and have it approved.

Due to the complex nature of grants and other sponsored programs, Cardholders should be aware of and comply with all sponsored programs funds policies, requirements, and guidelines  (reference Office of Research and Sponsored Programs site and its Grant manual), and contact the Office of Sponsored Programs to review that Office’s requirements for use of a P-Card, and documentation requirements regarding grant expenditures, prior to using the P-Card.  Be aware that typically, sponsored funds programs specifically do not allow purchases from “excluded parties”, so College employees should not purchase from any organization that is debarred or suspended or otherwise excluded from, or ineligible for, participation in Federal assistance programs.  Employees may check the status of a potential supplier on the sam.gov website.

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 Received Confirmation Form (STAFF USE ONLY!)