Purchasing Card
A Purchasing Card (P-Card) is a credit card that can be used for business purposes. Accounts Payable & Procurement Services offers P-Cards to approved members of the Drexel community to make certain business purchases, including those related to travel. P-Card holders must use their P-Card responsibly and in a manner consistent with the University's mission, ethical practices, policies and applicable laws and regulations.
If it has been determined that you need a P-Card for University business, please complete a P-Card application. The P-Card application is accessible online through the Employee tab in DrexelOne. Review the PDFs below for instructions.
Please direct questions about application status to
TandE@drexel.edu.
Approved P-Card applicants will be contacted to schedule a mandatory training session, after which they will receive their P-Card. P-Card holders will also be required to complete an annual online refresher training via Career Pathway, accessed under the Employee tab of DrexelOne, as well as any additional trainings required by Procurement Services.
Once you receive your card, you must activate it. Safeguard your card from theft or loss.
The P-Card must only be used for allowable business purchases. Inappropriate use of the P-Card will result in disciplinary action. Please consult the P-Card Guidelines for detailed lists of allowable and prohibited purchases.
The applicable expense approver and budget owner establish a card holder's specific P-Card transaction limits. Limits are based on reasonable and normal requirements and shall be set at the lowest level possible to satisfy those requirements. Limits are subject to review by Procurement Services.
If you have to make a purchase that would exceed your P-Card single transaction limit but is an allowable purchase under the P-Card Policy (view in Policy Directory) and Guidelines, please submit your request through the Purchase Exception Request Form, which can be accessed under the Travel and Expense tile in SAP Ariba Marketplace.
When placing orders with your P-Card, use the billing address listed on your PaymentNet profile. Obtain this information by logging in to the JP Morgan PaymentNet website.
Drexel uses the SAP Concur platform to manage P-Card reconciliation as well as business travel arrangements. All P-Card transactions must be reconciled monthly by the card holder through the JP Morgan PaymentNet website and include detailed transaction notes with supporting purchase documentation. Please consult the P-Card Policy (view in Policy Directory) and Guidelines for additional details.
Please note: To prevent unknowingly conducting business with a supplier that may be suspended or debarred, P-Card transactions are not allowed to automatically default to a grant fund. Transactions can be manually reconciled to grant funds where appropriate during the monthly reconciliation process.
With the privilege of a P-Card comes certain responsibilities. A list of responsibilities for the card holder, expense approver, budget owner and P-Card administrator are outlined in the P-Card Policy, which you can viwq in the Policy Directory.
Procurement Services P-Card administrators are responsible for the overall stewardship of the P-Card process. Please direct your questions about P-Card to TandE@drexel.edu or 215.895.2876. Procurement Services will conduct regular audits of Cardholders as identified in the P-Card Guidelines.
Violations of the P-Card Policy and/or Guidelines may result in suspension or cancellation of P-Card privileges, and/or other disciplinary actions, up to and including termination of employment. Specific consequences for P-Card misuse or non-compliance are outlined in the P-Card Guidelines.
Lost or stolen cards should be reported immediately to both JPMorgan at 1.800.270.7760 (please provide the last four digits of your University ID number in lieu of your social security number) and the P-Card administrator at TandE@drexel.edu or 215.895.2876.
Please consult the P-Card Policy (view in Policy Directory) for the actions that must be taken to suspend or cancel the P-Card of an employee who is taking official leave or has been transferred or terminated.