Policy FIN-PURCH-07 Procurement Card Program states that under Indiana University’s procurement card program, which encompasses the P-Card and Meeting Card, authorized employees may make business-related credit card purchases subject to the internal controls, external regulations and best practices established for the cards.
University employees, both faculty and staff, who are approved to hold a P-Card or Meeting Card must demonstrate prudent judgement when expending funds. You must keep in mind that IU is a publicly-funded university and that we, as its employees, have a duty to ensure that its resources are spent in a responsible and efficient manner. All P-Card and Meeting Card expenses must meet the criteria under the university’s Accountable Plan. This is to say the business expense must be:
- necessary
- appropriate to the activity
- reasonable in amount
- serve a bona fide university purpose
Some examples of expenses that are appropriate on the P-Card include conference registration fees, hospitality payments, one time purchases to suppliers that are not in BUY.IU and small dollar transactions that are under $4,999 and not on the "Restricted Items" list.
Meeting Cards are designed to allow student group travel leaders a means to charge group travel expenses to a university corporate credit card. Examples of expenses that are appropriate on Meeting Cards include student group meals, airfare, and lodging.
P-Card and Meeting Card transactions appear in the cardholder’s Chrome River eWallet as Credit Card Items. Fiscal Officers and their staff are responsible for reconciling transactions monthly. Reconciliation consists of substantiating each charge with a receipt and updating the funding to the appropriate department account.
Transactions that do not with comply with Indiana University policy and procedures require rectification. This could mean that you will need to provide support documentation and approval after-the-fact, contact a vendor to request a duplicate receipt, remove sales tax, or other actions.
Failure to follow appropriate policies and procedures could put the university at financial and legal risk. Sanctions for non-compliance may result in disciplinary action up to and including employee termination and/or suspension of your P-Card or Meeting Card.
If you have questions or comments about this policy, let us know by submitting a Support Form and selecting the options “P-Card or Meeting Card” then “Something else.” A Procurement Card Services representative will review your request and advise with next steps.