Procurement Cards (P-Cards)

There is no difference between an A-Card and a P-Card. A-Card is the former name of P-Card. It was renamed to Procurement Card (P-Card).  

The University of Colorado offers two types of P-Cards. The most commonly used type is the UCCS Procurement Card, which is a revolving card with a cycle spending limit. The card spending limit refreshes on the 25^th of each month. The second type of P-Card is a Managed Spend Card. This is a card with a set limit and defined end date. This type of card is better used for contractors and projects that require a set spending limit and time frame to use a P-Card.  

In order to obtain a P-Card, you must complete both an application as well as online training. Cardholder application information can be found on the PSC's Cardholder Application - Procurement Card (CA-PC) website. Additionally, three training courses need to be completed through SkillSoft Percipio. Once you have submitted the Cardholder Application via the Concur Travel and Expense Management System and completed the three required training courses, the P-Card will be sent within 10 business days, contingent upon approval.  

The required courses are as follows: 

• Fiscal Code of Ethics (SkillSoft Percipio - Finance Folder)
• Procurement Fundamentals (SkillSoft Percipio - Procurement Folder)
• Procurement Card Cardholder Training (SkillSoft - Procurement Folder).  

SkillSoft training can be accessed through your employee portal.  

Spending limits may vary by Cardholder as departments may determine the spending limits on an individual basis. All P-Cards, issued by the University of Colorado, have a maximum spending limit of $5,000 per month. Limits for standard P-Cards are reset at the start of the cycle of each monthly cycle on the 25^th. 

Travel cards should be used for travel-related expenses for both non-employees and employees. Allowable expenses on a travel card include: 

• Hotels/Lodging
• Ground Transportation
• Train/Bus Fare
• Baggage Fees
• Rental Cars and Rental Car Gas
• Parking 

For additional information regarding a Travel Card, please visit the PSC's Travel Card website and the PSC Procedural Statement: Travel website. 

Procurement Cards (P-Cards) can be used for small-dollar purchases that are deemed appropriate expenses. For a detailed list on prohibited transactions, please review the PSC's Violations and Prohibited Transactions website.

• Is the purchase appropriate for the University and does it have a valid business purpose?
• Is the purchase allowable on the Procurement Card?
• Does the purchase follow sponsored project guidelines (if applicable)?  

AO stands for Approving Official.  

Departments are liable for all transactions made to a lost or stolen card until it is reported to the issuing bank. It is the responsibility of the department and/or individual to notify the bank that the card has been lost or stolen. Fraudulent charges should be disputed with the bank directly. In most cases, the bank will make an effort to recoup the charges and credit the expense back to the cardholder.  

Report the purchase to your AO immediately and reimburse the University. The reimbursement can be made at the Bursar’s Office with a Cash Receipt Form. Procurement Card personal charges are reimbursed to account 013109. The Cash Receipt Form should be attached to the expense report that includes the personal charge prior to submitting for approval.  

Fraudulent charges should be disputed with the bank directly. In most cases, the bank will make an effort to recoup the charges and credit the expense back to the cardholder.  

All transactions made to a P-Card must be assigned to a report and submitted to an Approving Official within 30 days of the transaction date. Please ensure that you have validation documentation for all transactions totaling $25 or more OR official function meals (regardless of dollar amount).

Valid documentation for a transaction should include:

• Vendor Identification (Merchant Name)
• Date of Transaction
• Description and Quantity of Each Item Purchased
• Cost per Item (if available)
• Total Cost of Transaction/Order
• Cardholder Name and/or Card Number
• Explanation of Purchase/Business Purpose

The PSC and Approving Official review transaction documentation to identify possible violations in P-Card use. Prior to being issued a P-Card, cardholders must complete online training through SkillSoft Percipio to demonstrate an understanding for the rules and procedures for P-Cards.

The PSC Card Administration will use their own discretion to determine if chronic abuse of a P-Card exists and how many violation points will be issued. Generally, 50 points is issued per incident and if 150 or more points are accumulated in a period of 6 months, the card will be suspended until the cardholder has retaken and successfully completed the Procurement Card Cardholder Training. Please see the PSC's Violations and Prohibited Transactions website for more information. 

Points will be eliminated after two years. 

Note: If an employee changes departments within the university, the violation points they have accumulated will remain in effect for that individual.  

The cycle begins on the 25^th of each calendar month and ends on the 24^th of the following month.  

Tax exemption information can be found here.