PCARD PURCHASING DO'S AND DON'TS
DO (YES) |
DON’T (NO) |
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Abstracts and Manuscript submission fees |
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X
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Adjunct Professors (non-employee) |
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X
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Advertisements (See Note #1) – (ADS & FACULTY) |
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X
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Agreement Between Institutions (USG & Non-USG) |
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X
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Books, Reprints, Pre-printed Matter |
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X
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Bookstore (MCG) |
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X
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Building Materials – (Exception: Lab materials and those items pre-approved through Facilities Management are allowable; personal heaters and fans must meet the Environmental Health and Safety, Fire Safety policy guidelines). |
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X
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Calling Cards (Phone Cards) |
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X
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Computer Parts & Components (To include shipping & handling; UNDER $500 for repair or upgrade as long as the intent is NOT to build a computer. Ex: memory, motherboards, processors, repair items.) |
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X
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Computer Supplies & Peripherals (To include shipping & handling; UNDER $999.99. Ex: external drives, speakers, printers, scanners, monitors. |
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X
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Computer systems and laptops – Purchased with a purchase order; regardless of price. |
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X
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Consulting Companies & Professional Services |
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X
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Controlled Assets (Ex: guns, ammunition, explosives, etc.) |
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X
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Copying & printing, i.e., Kinko’s |
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X
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Dry Ice |
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X
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Dues/Membership – Must include the Accounts Payable Memorandum Form; Cannot be an automatic renewal |
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X
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Equipment |
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X
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FEDEX/UPS – All receipts must include the ship to address |
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X
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Flowers / Florist purchases |
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X
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Gases & Gas Cylinders |
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X
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Gift Cards |
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X
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Honorarium / Speaking Fees |
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X
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Jewelry |
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X
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Laundry/Cleaning |
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X
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DO (YES)
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DON’T (NO)
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Leases |
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X
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License Renewal, IT - (Exception: Software renewals through MSD are allowable purchases on the pcard if less than $1,000). |
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X
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Maintenance |
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X
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Non-Hazardous Chemicals & Lab Supplies (See Note #2) |
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X
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Personal items or gifts (items are considered personal if they are for the sole use of the state employee.) |
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X
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Perspective Faculty |
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X
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Postage |
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X
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Registration (See Note #3) |
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X
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Reimbursements, to include food |
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X
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Research Subjects (See Note #4) |
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X
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Restaurants, catering or fast-food restaurants & Entertainment |
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X
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Sales and Use Tax |
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X
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Service Agreements (Individuals) |
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X
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Services / Repairs – Does not include annual service agreements |
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X
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Single Transaction (one vendor) supply purchase over $4,999.99 |
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X
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Small value equipment items (to include shipping and handling UNDER $999.99. Ex: digital cameras, audiovisual and lab equipment. PDA’s are okay but must NOT have cell phone capability.) |
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X
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Software (Less that $999.99 & does not store PHI or IPI data elements) |
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X
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Special Approval Commodities |
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X
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Split purchases (Ex: Items purchased to circumvent credit or daily limits.) |
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X
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Staffing, Temporary Personnel |
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X
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Stipends & Purchases with multiple payments |
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X
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Subscriptions |
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X
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Supplies (See Note #5) |
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X
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Supplies, Office |
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X
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Travel Expenses (Taxi, hotel or plane reservations, tips, etc) |
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X
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Utilities |
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X
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VISA Applications |
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X
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Water & Water System Filter Exchange |
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X
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Wireless Equipment |
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X
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Wireless Services, Accessories & Supplies (See Note #6) |
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X
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NOTES:
#1. Advertisements
(a) Staff Advertisements - Use purchase order & requires approval by Human Resources.
(b) Faculty Advertisements – Can use the Purchasing Card, but the department must obtain prior approval from
Human Resources Faculty Affairs and the Materials Management Buyer.
(c) Ads – Can use the Purchasing Card, but the department must obtain prior approval from University
Advancement Office of Strategic Communications.
#2. Hazardous and Radioactive Chemicals and Materials – Should be purchased with a purchase order. Please refer to the list of Bio-safety Level 2 and 3 materials located at: www.mcg.edu/research/ibc/BSL2Pathogens.htm and
www.mcg.edu/research/ibc/BSL3Pathogen.htm .
#3. Registration – Use of the p-card is strongly encouraged, except where this includes the payment of dues for membership renewal or food & lodging that is priced separately.
#4. Research Subjects – Must include the required Research Subjects Form available at the Sponsored Program Activity Pre-Award Office at extension 1-2592.
#5. Supplies – All supplies, except office supplies, may be purchased on either the p-card or purchase order. However the use of the p-card is strongly encouraged. Building supplies are restricted unless pre-approved through facilities management. (Exception: lab materials – supplies needed to perform research – i.e. pvc pipe)
#6. Wireless Services, Accessories & Supplies – The wireless device MUST be purchased on a purchase order. However, other accessories and supplies may be purchased with the p-card, if the total purchase price is less than $500. Monthly recurring bills for cell phones, pagers or wireless communication devices can be paid with the pcard.