How is an exception to a prohibited purchase granted?
What if I am not sure if a purchase is allowable or prohibited?
If you are unsure if a purchase is allowable on a P-Card, an inquiry can be sent to firstname.lastname@example.org and Procurement Services will advise. The purchase should not be made until a determination is made by Procurement Services. Please also review the P-Card Guidelines for a non-exhaustive list of allowable and prohibited purchases.
What should I do if an item is available through the Smart Source catalogs, but it can be purchased significantly cheaper through another vendor?
Any item over $500 that is significantly cheaper through an alternate vendor would require further review by Procurement Services. A P-Card Prohibited Purchases Exception Form should be submitted to email@example.com and firstname.lastname@example.org. The P-Card and Strategic Sourcing teams will review and provide approval for the purchase if an acceptable alternate cannot be found to meet the department's needs. For purchases under $500, the Cardholder must provide substantiation of the cheaper alternative purchased on the P-Card with the P-Card transaction notes.
For approved business meals, do alcohol charges need to be billed separately?
No. Drexel University has determined that there is no need to separate these charges at this time. In the event that Drexel determines that it is necessary or advisable to separate these charges in the future, you will be notified in advance.
What should I do if I accidentally use my P-Card for a personal purchase?
If a purchase is accidentally made on a P-Card for personal use, the P-Card Office should be notified immediately in an effort to remedy. Cardholders must complete a cash deposit form for the amount of the purchase, deposited into the originally allocated cost center. The receipt of this deposit should be included with the transaction allocation report and the transaction note must reflect a personal charge being reimbursed to the University by the cardholder. If the P-Card office is notified immediately, the occurrence will not be counted as a P-Card violation; however, repeated instances of accidental purchases of personal items on a P-Card may give rise to consequences for Policy violation.
How should P-Card purchases through Amazon be handled?
Procurement Services is currently evaluating onboarding Amazon as a punch-out vendor through Smart Source, including the possibility of a University-wide Prime account. Please note that the University will not pay for individual Amazon Prime memberships. Purchasing products for Drexel use on a P-Card through a personal Amazon Prime membership is acceptable provided that the Drexel P-Card may not be saved to the personal Amazon account. Any personal purchases made with a Drexel P-Card through Amazon are subject to discipline in accordance with the P-Card Policy.
Does the University allow the use of the P-Card for making purchases for special occasions such as birthdays, weddings, etc.?
No. University funds may not be used for occasions including, but not limited to, holiday parties, employee birthdays, weddings, baby showers, anniversaries, or other occasions of a personal nature. If departments wish to purchase an appreciation gift to a specific individual or entity, a collection of personal funds should be used. If there is an essential need to purchase such special occasional purchases related to job performance, please contact email@example.com.
Does the University allow the use of the P-Card titled get-well/condolences purchases?
As Procurement Services understands the need to celebrate happy occasions, the team also acknowledges the need to support colleagues during times of healing and bereavement. University funds should not be the default means of funding purchases to show such support, and collection of funds/contributions in times of need are strictly within the personal discretion of faculty and staff; however, within the discretion of the budget owner, the P-Card may be used to purchase get-well and condolences gifts within a reasonable limit. Any questions regarding the feasibility of such a purchase should be directed to firstname.lastname@example.org in advance of the purchase.