Procurement Services offers the Procurement Card (P-Card) to members of the Drexel community to make certain business purchases, including those related to travel.
Issuance of a P-Card is based on business need. P-Card holders must use the P-Card responsibly and in a manner consistent with the University's mission, ethical practices, policies, applicable laws and regulations. All P-Card holders, Approvers and Budget Owners agree to abide by the Procurement Card Policy and Procurement Card Guidelines.
- Abide by P-Card Policy and Guidelines
- University-related business purchases only
- Proper accounting information and business purpose notes for each transaction
- Obtain/maintain itemized receipts for each transaction
- Ensure sales tax is not charged in exempt states
- On-time submission of the Transaction Allocation Report
- Maintain security of P-Card
- Abide by P-Card Policy and Guidelines
- Approve each detailed transaction
- Ensure Transaction Allocation Reports are compliant, complete and on-time
- Confirm sales tax is not charged in exempt states
- Approve and sign the Transaction Allocation Report
- Immediately report abuse or misuse to P-Card Office
- Collect P-Card from terminating/transferring employees and submit a final Transaction Allocation Report
Budget Owner Responsibilities:
- Approve P-Card Application Form
- Set appropriate transaction limits
- Ensure Cardholders and Approvers understand P-Card Policies, Guidelines and Timetables
- Provide oversight to ensure compliance
Lost or stolen cards need to be reported immediately to both JPMorgan Chase 800.270.7760 (please provide the last four digits of your University ID number in lieu of your Social Security number) and the P-Card Administrator at firstname.lastname@example.org or 215.895.1280.
Apply for a P-Card
P-Card Change Form [PDF]
P-Cards provide a convenient, efficient and managed approach for appropriate small dollar purchasing transactions. A P-Card is offered to the cardholder to ease their administrative burdens related to Allowable Purchases. Using a P-Card reduces paperwork, the need for petty cash and cash exposure, allows an employee to deal directly with suppliers, decreases processing time, and eliminates the need for using and reimbursing personal funds.
The P-Card is to only be used when the good or service needed is not available through the Smart Source Marketplace. It is to be used for legitimate business needs. This list is not exhaustive but provides commonly purchased items that are Allowable Purchases.
- Air, hotel, bus, rail, car rental and meals for University related business
- Meals and entertainment for business purpose, including incidental purchases of alcohol in connection therewith
- Conference and seminar registration fees
- Dues, memberships, licenses and application fees
- Books, publications, periodicals, subscriptions, reprints, newsletters, video and audio recordings
- Interlibrary loans to external libraries
Use of the P-Card for non-allowable purchases is prohibited. This list is not exhaustive but provides commonly purchased items that are prohibited.
- Personal charges
- Smart Source Marketplace Catalog Vendors
- Hotel incidentals
- Furniture/computers/cell phones
- Gift Cards
- Cash advances and cash withdrawals
- Stringing/splitting purchases
When having items mailed to you, your shipping address must include:
- Your Name
- Your Department
- Your Phone Number
- Street Address: University City Campus employees must use the street address for Central Receiving: 34th and Ludlow Streets, Philadelphia, PA 19104. All other campuses should use their actual street addresses with their room number or mail stop.
When placing orders with your P-Card, use the billing address listed on your PaymentNet profile. This information can be obtained by logging into the PaymentNet website, selecting MENU, and then PROFILE.
Termination and Transfer
P-Cards must be cancelled within 48 hours upon a cardholder's termination of employment or transfer to another position within the University. It is the responsibility of the Approver to notify the P-Card Office. If a transfer occurs within the University and a P-Card is still needed, a new application must be completed and submitted. It is the responsibility of the Approver to submit the final Transaction Allocation Report within 10 business days after the cardholder's termination.