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University Purchasing Cards (P-Cards) provide departments with real-time access and convenience to conduct small-dollar purchases.

In general, departments should use P-Cards for pre-payment and online purchases, including:

• Goods under $5,000 - e.g., subscriptions, books, professional dues. (Must be within the spending limits of your P-Card. Individual P-Card standard limit is $2,000 single transaction limit & Departmental P-Card standard limit is $5,000 per single transaction.)
• Travel expenses (e.g., conference registrations, airline ticket purchases)
• Hosting expenses (e.g., taking a guest lecturer out to dinner)

All capabilities, limitations, and restrictions are covered in the P-Card section of the Purchasing Policy. 

For assistance with commodity-specific purchases, please reach out to the Office of Strategic Procurement via email at purchasing@miamioh.edu or visit the Strategic Procurement Website.

• Missing Receipt Affidavit: Submit this in place of any missing receipts when uploading reconciliation documentation into the easy image uploader.
• P-Card Increase Request: This form allows you to request a monthly or transaction limit increase for your P-Card.
• : Complete this form when a cardholder accidentally makes a personal purchase/charge using a P-Card. This form help us identify the personal charge so you can pay the University back and reconcile the deposit.

University employees who handle P-Cards hold one of the following roles:

• Cardholders use P-Cards to make purchases that will be charged to specific account funds.
• Delegates reconcile cardholder purchases, charging them to appropriate fund accounts and then recording all documentation for each purchase.
• Approvers review and approve reconciled P-Card payments.