Purchasing Card Guidelines
Rice Business Financial Services - Purchasing Card Guidelines
The Rice University Purchasing Card (P-card) allows authorized employees to make approved university business purchases efficiently, primarily for small-dollar items, reducing the need for purchase orders. Cardholders must ensure all purchases comply with university policies, allowable expense guidelines, and funding restrictions. P-cards may only be used for official university business and never for personal expenses.
Purchasing Card (P-Card) ⌄
Guidelines and responsibilities for authorized P-Card holders.
Guidelines
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- Use the P Card only for official Rice Business purchases
- Ensure purchases are reasonable and necessary
- Retain itemized receipts
- Submit documentation within 30 days in iO
- Resolve vendor discrepancies promptly
- Ensure tax exempt status is honored
Do's
- Verify purchases are allowed under policy
- Obtain pre approval when required
- Use correct expense categories
- Follow hospitality rules for group meals and events
- Report lost or compromised cards immediately
Don'ts
- Do not make personal purchases under any circumstances, even if you intend to reimburse the University.
A copy of the “P-Card Suspension Guide” can be found here: P-Card Suspension Guide.