P-Card Program

How can I be authorized for a Procurement Card (P-Card)?

A person must be a full-time Montclair State University employee and must obtain approval from his/her supervisor/fiscal agent to apply for a P-Card.  The application form and cardholder agreement form are on the Procurement Services’ website. These forms must be signed by the employee and the supervisor/fiscal agent. Completed forms must be sent to the Procurement Administrator, Procurement Services. The employee will be contacted by Procurement Services to attend a P-Card use training session.

What items cannot be purchased using the P-Card?

The P-Card cannot be used for the following: any/all travel-related expenses (hotels, meals, restaurants, catering, airlines, limo and taxi services), pharmacies, ATM machines, food stores, liquor stores, florists, computers, gift cards, consulting services, construction services or iTunes.

Why won’t my purchase be processed against the P-Card?

There can be numerous reasons for a P-Card purchase to be declined: The vendor is using the wrong P-Card expiration date; the amount of the purchase exceeds the P-Card holder’s daily transaction limit; the P-Card holder’s monthly cumulative purchase limit has been reached; the purchase is being made with a vendor whose merchant code is blocked. The P-Card holder can review their credit authorization log in Works or contact Procurement Services to find out why the purchase was declined.

Can I use PayPal with my P-Card?

Paypal is the least preferred method of payment and can only be used when there is no other payment option available.  In those instances, it is the cardholder’s responsibility to take a print screen of those items being purchased.  The print screen must include a description of the item, the cost of the item, and the vendor’s name. The cost of the item on the print screen must match the Paypal receipt. In addition, any purchase via PayPal must be approved in writing by the cardholder’s supervisor.  The written approval must be attached to the associated receipts for the purchase and filed with the monthly P-card statement as well as scanned and attached to the transaction screen in Works.   Failure to do so may result in the loss of Purchasing Card privileges.

What is considered an acceptable attachment to the P-Card Transaction?

Any attachment to a transaction must include the following information:

1. The name of the vendor
2. A description of the items  purchased
3. The date of the purchase and,
4. The total amount of the purchase

We recognize that an actual receipt is not always available when the transaction is processed.   Therefore, it is acceptable to use a purchase acknowledgment from the supplier for the order, or in the case of Paypal, the Paypal acknowledgment, along with a screenshot of the checkout, which is available prior to the completion of the order.