OVERVIEW OF PROGRAM
The Lafayette College P-Card is a credit card that offers a more efficient and flexible method to procure and pay for purchases of goods and approved web-related orders that require a credit card with a limit of $4,999.99 and that comply with P-card policy.
Each credit card holder must have a Banner FOAPAL (account code) assigned to it as a default account.
The P-Card program is meant for smaller purchases that do not need or require a purchase order and need to be made in a timely fashion.
Please click on the following link to see the complete Lafayette P-Card Policy:
LAFAYETTE COLLEGE P-CARD POLICY
CARDHOLDER RESPONSIBILITIES
As stated in the “P-Card Responsibility Statement” form that must be signed prior receiving your P-Card, a cardholder that makes an unauthorized purchase with the P-Card in an inappropriate manner or without prior approval from the Budget Manager or Department Head, will be subject to disciplinary action including Cancellation of the Card and if a significant violation, possible termination of employment.
UNAUTHORIZED P-CARD USES
The P-card can NOT be used for the following:
All purchases that are UNAUTHORIZED reimbursement purchases under the “Finance Expense Reimbursement Policy” apply to the P-Card.
GRANT (SPONSORED FUNDS) ACCOUNT P-CARD CHARGES
Due to the complex nature of grants, please have the Office of Sponsored Programs approve all Vendors and orders prior to using the P-card. In order to charge with the P-card against a Grant Account, you must use the “P-Card Grant Approval Form” and have it approved.
Due to the complex nature of grants and other sponsored programs, Cardholders should be aware of and comply with all sponsored programs funds policies, requirements, and guidelines (reference Office of Research and Sponsored Programs site and its Grant manual), and contact the Office of Sponsored Programs to review that Office’s requirements for use of a P-Card, and documentation requirements regarding grant expenditures, prior to using the P-Card. Be aware that typically, sponsored funds programs specifically do not allow purchases from “excluded parties”, so College employees should not purchase from any organization that is debarred or suspended or otherwise excluded from, or ineligible for, participation in Federal assistance programs. Employees may check the status of a potential supplier on the sam.gov website.
Cardholders are solely responsible to resolve all administrative issues that may be experienced with the use of their cards. For example, billing/charges questions with vendors, returns & credits, prompt fraud reporting and fraud follow up with issuing bank, promptly reporting lost/stolen cards to the card issuer, providing required receipts, and the running and timely submission of expense reports.
P-CARD FORMS
To apply for a P-Card, please complete both the “P-Card Application Form” and the “P-Card Responsibility Statement Form“. The P-Card processing procedure will begin once BOTH forms are received by Procurement. P-Cards are issued by the bank and will be delivered to you via campus mail.
*If both forms are not received by Procurement simultaneously, the duration of time before your P-Card process is completed will be prolonged.
P-CARD RECONCILIATION INSTRUCTIONS
P-Card Reconciliation Instructions for JPMorgan