Revision Date: February 26, 2026
Contents
1. Yale Purchasing Card Overview
2. Obtaining an Individual or Department PCard
6. Prohibited and Restricted Commodities
8. Suspensions and Disciplinary Action for Non-Compliance
9. Fraud and Reporting a Lost or Stolen PCard
1. Yale Purchasing Card Overview
The Yale Purchasing Card (“PCard”) Program provides designated employees with a corporate liability PCard. It is intended to simplify and expedite the acquisition of goods and services for official University business in the appropriate circumstances.
This procedure supports Policy 3215 Yale Purchasing Card and offers guidance on the use, management, and oversight of PCards. It covers key areas including the application process, expectations for proper use, ongoing card management, and actions related to misuse.
All individuals involved in the PCard process, including Cardholders, approvers, and program administrators, are responsible for understanding and complying with the principles and procedures outlined in this document.
2. Obtaining an Individual or Department PCard
PCard Application
All prospective PCard Cardholders must first complete and submit Form 3215 FR.06 Purchasing Card Request (New/Cancel/Change) Form, as described below:
- Individual PCard:
- Prospective PCard holder completes “Required Cardholder Information” and “Requestor Information” sections and then submits form to the department Lead Administrator or Operations Manager (or their designee).
- Lead Administrator or Operations Manager (or their designee), who received the form from prospective PCard holder, reviews and confirms all form information is correct and requested PCard attributes are appropriate and then completes “Approver Information” section before submitting the form to purchasing.card@yale.edu for approval processing.
- Department PCard:
- Prospective Department PCard holder completes all sections of the form except the bottom “Approver section and submits to their supervisor.
- Department Lead Administrator (if approving for the Operations Manager) or supervisor of Department Lead Administrator (if approving for the Department Lead Administrator) completes “Approver Information” section and submits form to purchasing.card@yale.edu for approval processing.
Note: Requestor and Approver cannot be the same person. Therefore, if either the Lead Administrator or Operations Manager are the Requestor, their supervisor must approve the application.
All PCard applicants must provide the last four digits of their Social Security number, date of birth, and a security word or code (see security word or code requirements below) to enable card activation and future identity verification. This information is required by the issuing bank whenever they are contacted and must be retained by the Cardholder for future reference. Applications without any of this required information will not be processed nor approved.
At a minimum, Cardholders should record and securely retain the following information related to their PCard. This may be required when using the card or when contacting the card issuer for support:
- Security word or code
- (Must exclude use of word “Yale” or special characters (e.g. ! # @)
- Must be greater than 8 characters
- Departmental Business Office Billing Address (including P.O. Box, if applicable)
- Departmental Business Office ZIP code
Note: The information provided will remain confidential and will not be used to check the applicant’s personal financial history.
PCard Approval and Activation
Once the PCard Transaction Team receives and reviews an application, the applicant will receive an email acknowledgment of approval and instructions to complete the required online PCard Training. The training is offered through Yale’s Workday Learning, where a copy of Form 3215 FR.01 Yale University Purchasing Card Cardholder Agreement is also located.
The applicant, after receiving the email, is required to complete the training, review the Cardholder Agreement, and electronically consent to the Cardholder Agreement. Upon completion, the applicant must respond back to the email received that the training is completed.
Once the PCard Transaction Team receives that email confirming completion of the training and acceptance of the requirements in the Cardholder Agreement, they begin processing the new PCard application with the bank card provider. After the application is approved, the new PCard and activation instructions are sent to the Yale Departmental Business Office address provided in the application.
3. Standard PCard Limits
Yale PCards are available in several iterations of single transaction and monthly dollar limits, as detailed below. The Department Lead Administrator or Operations Manager (or their designee) must review and approve the limit requests on each application submitted.
For informational purposes, up-to-date departmental transaction limits can be obtained and viewed using the Microsoft PowerBI tool. For further information contact: PCard Transaction Team at purchasing.card@yale.edu.
The tables below detail the standard levels of single transaction and monthly dollar limits for both individual and department PCards.
Standard Individual PCard Limits
| Travel Expenses | Level I | Level II |
|---|---|---|
| Single Purchase Limit | $5,000 | $10,000 |
| Monthly Limit | $15,000 | $30,000 |
| Supplies | Level I | Level II |
|---|---|---|
| Single Purchase Limit | $3,000 | $5,000 |
| Monthly Limit | $10,000 | $15,000 |
| Publishing Fees | Level I | Level II |
|---|---|---|
| Single Purchase Limit | $3,000 | $5,000 |
| Monthly Limit | $5,000 | $10,000 |
Standard Department PCard Limits
| Travel Expenses | Level I | Level II |
|---|---|---|
| Single Purchase Limit | $500 | $1,000 |
| Monthly Limit | $5,000 | $10,000 |
| Supplies | Level I | Level II |
|---|---|---|
| Single Purchase Limit | $500 | $1,000 |
| Monthly Limit | $5,000 | $10,000 |
| Publishing Fees | Level I | Level II |
|---|---|---|
| Single Purchase Limit | $3,000 | $5,000 |
| Monthly Limit | $5,000 | $10,000 |
PCard Limit Exceptions
Under appropriate circumstances and with valid business justification, exceptions to standard PCard limits may be warranted. In such cases where either a permanent or temporary change is warranted, Lead Administrators or Operations Managers (or their designees) must complete and submit Form 3215 FR.10 Individual and Department PCard Limit Changes/Exceptions for review and approval.
Note: All permanent limit exceptions are subject to annual review and are evaluated for continued viability based on actual spend activity and potential risk.
4. PCard Use and Compliance
Yale PCard Cardholders, as with all employees conducting purchasing for the University, are expected to use the preferred purchasing method(s) and supplier(s), as defined by commodity, in the University Buying Guide. When a PCard is determined to be the appropriate purchasing method, Cardholders must comply with the requirements outlined in both Policy 3201 General Purchasing and Policy 3215 Yale Purchasing Card.
Department Card Management
The individual who is issued a departmental PCard is responsible for ensuring that all card use complies with university policies and is limited to appropriate business-related purchases. Cardholders should maintain a reliable system for tracking and reconciling transactions to ensure accuracy and accountability.
Expense Report Management
Yale PCard Cardholders (or their documented Expense Report management delegate(s) in Workday) are expected to prepare and submit expense reports for PCard transactions, with supporting documentation, within thirty (30) days from the date an expense is incurred. Lead Administrator or Operations Manager (or their designee) may, and are encouraged to, establish expense report deadlines shorter than the standard 30-day requirement.
When unprocessed PCard charges approach the threshold of 90 days from the transaction date, Cardholders receive email notifications warning, that, if the charges remain unprocessed, their PCard will be automatically placed in a queue for suspension and access may be later revoked. To avoid PCard suspension and/or revocation, Cardholders must regularly reconcile and submit all PCard charges in a timely manner.
Expense reports are prepared pursuant to Procedure 3215 PR.02 Yale Expense Management (PCard and Out-of-Pocket Expenses).
5. Permitted Commodities
Departmental Business Offices (“DBOs”) should determine, at the time of application, for what types of purchases the PCard may be used (subject to the restrictions of University policy and subject to terms and conditions of sponsored awards, if applicable). DBOs may elect, at their discretion, to establish stricter purchasing limitations for their department’s PCard than the University generally allows.
In general, Yale PCards may be used for purchase of travel-related goods and services, miscellaneous business-related goods and supplies, and limited services on behalf of the University; up to pre-approved dollar and transaction limits. For other purchases, Cardholders are expected to use the preferred purchasing method(s) and supplier(s), as defined by commodity, in the University Buying Guide.
Examples of permitted commodities include, but are not limited to:
- airfare, train fare, and other modes of transportation to/from business meetings or events;
- car rental charges;
- lodging charges;
- business-related meals, including alcohol. (If a business-related meal is charged to a federally sponsored award, the Cardholder must separate alcohol charges from other charges and use the “unallowable” expense category for the alcohol charges);
- conference, seminar, and course fees;
- photo supplies and materials;
- professional memberships, dues, and license fees;
- subscriptions, books, and journals;
- publishing fees (note: in limited situations and upon request, individuals are permitted to request increased PCard limits to pay for publishing fees);
- tools and building supplies;
- business-related purchases where vendors only accept credit cards.
Note: Purchases of certain services (e.g., catering services) carry additional requirements, such as insurance. Consult the Insurance Required of Outside Parties webpage, maintained by Yale’s Office of Institutional Compliance and Enterprise Risk Management, for more detail on what types of services have these requirements.
Where necessary and for appropriate PCard purchases, consider establishing a contract to ensure that requirements are clearly defined, mutually agreed upon, and properly documented.
Amazon Purchases
Purchases made through the Amazon Business Prime website may be completed using either a Yale PCard or a personal credit card, however, this method requires the additional submission of an expense report.
6. Prohibited and Restricted Commodities
PCards may be subject to stricter purchasing limitations than the University generally allows.
Examples of generally prohibited & restricted purchases/commodities include, but are not limited to:
Prohibited:
- Personal purchases - Goods or services bought for an individual’s private use rather than for business operations or university purpose
- Any “restricted” items referenced in Policy 3220 Purchase of Restricted Items;
- Cash advances, ATM cash, gift cards/gift certificates, and traveler’s checks- This applies to both U.S. and foreign currency. (To obtain cash advances, see Policy 3305 Expense Advances; or Procedure 3417 PR.01 Human Research Study Participant Remuneration, as appropriate.)
- University contracted goods and services except as provided in the limited situations discussed in Section 5. Cardholders are expected to use the purchasing methods detailed in the University Buying Guide;
- Gasoline (except for rental cars and University vehicles);
- Purchases from University Service Providers (“USPs”) University departments that provide services for other departments (e.g., Facilities);
- Relocation expenses, as detailed in Policy 3510 Faculty & Staff Relocation Expenses. For such expenses, Cardholders should follow Procedure 3510 PR.01 Faculty & Staff Relocation Expense Payments & Reimbursements; and
- Furniture- Although furniture is generally allowable to purchase via PCard, certain Yale locations (listed below) have specific furniture restrictions for purposes of fire safety and must be approved in advance by either the Procurement Facilities Office or the Fire Marshal’s Office. (“Furniture” to include, but not limited to desks, chairs, tables, shelves, and similar items used to support business activities in offices and other spaces.)
Restricted:
- For only the following Yale locations, all furniture purchases must be approved in advance by either the Procurement Facilities Office or the Fire Marshal’s Office. Approvals of furniture purchase for the following locations must be included with all paperwork during the ordering process to ensure proper handling and delivery:
- Congress Place Building (35 Park Street),
- Yale Police Department (101 Ashmun Street)
- Yale Health Plan (55 Lock Street)
- Fixtures - Lighting fixtures, electrical equipment, or related components may not be purchased using a PCard unless they are UL (Underwriters Laboratories) certified. This certification ensures the product meets safety standards and is approved for use within Yale facilities. Non-certified items pose safety and compliance risks and must not be acquired through the PCard program. All purchases without UL Certification must be coordinated with Procurement Facilities to ensure safety, proper review and approval.
- Devices/Machines- Appliances, equipment, or other items that require installation or physical attachment to a Yale facility or structure are not permitted to be purchased using a PCard. These types of purchases must follow Yale’s standard PO procurement processes to ensure proper review, compliance, and coordination with Facilities and other relevant departments.
Note: Examples of prohibited purchases include items that require hardwiring, mounting to walls or ceilings, or integration with building systems. Acceptable items to purchase with PCards include standard plug-in appliances that do not alter or become part of the facility.) Further information about restricted items can be found in Policy 3220 Purchase of Restricted Items.
7. Update or Cancel a PCard
Update a PCard
Active PCards can be updated as needed. To request changes, complete the appropriate form from the options below:
- Form 3215 FR.06 Purchasing Card Request (New/Cancel/Change) Form, for updates to Cardholder Name, Email Address, and/or Department Address (including PO Box number).
- Form 3215 FR.10 Individual and Department PCard Limit Changes/Exceptions, for requests of temporary or permanent PCard limit changes (both within standard limits, as well as exception requests to exceed standard limits.)
Planning for Overseas PCard Use
Cardholders are strongly encouraged to notify the card provider (e.g., JPMC) or the PCard Transaction Team in advance of any planned international transactions. Advance notice ensures the card is properly configured for international use and helps prevent unnecessary transaction declines while abroad.
Note: Certain types of international expenses such as rent, utility bills, or other charges that may suggest the establishment of a personal residence abroad, may be flagged by the card provider’s fraud detection systems and could be declined or result in temporary suspension of card privileges. Recurring or residency-related charges often trigger additional scrutiny and may require further review or pre-authorization.
Cancel a PCard
PCards may be cancelled at any time by either the Cardholder or their Lead Administrator or Operations Manager (or their designee), and one of these parties must request the cancellation of a PCard when:
- the Cardholder is leaving the University; or
- the Cardholder’s position no longer requires use of a PCard; or
- Individual assigned a department PCard leaves that department.
To request cancellation of a PCard:
- Cardholders, or their Lead Administrator or Operations Manager (or their designee), must complete Form 3215 FR.06 Purchasing Card Request (New/Cancel/Change) Form, select “Cancel” in the “Action” section, and submit signed, completed forms to the PCard Transaction. Team at: purchasing.card@yale.edu.
- Return the PCard to the Department Lead Administrator or Operations Manager (or their designee). If the Lead Administrator or Operations Manager (or their designee) is the Cardholder, that individual must return the PCard to their supervisor. Once the PCard Transaction Team confirms deactivation to the requestor, the Departmental Business Office must destroy the card.
- Submit remaining receipts to the Lead Administrator or Operations Manager (or their designee), as appropriate.
- Complete an expense report for any outstanding and/or unprocessed transactions.
Note: Individual Cardholders transferring to a new department may retain their existing PCard. However, they must promptly notify the PCard Transaction Team of their updated department information only after all outstanding transactions associated with the previous department have been submitted in an expense report and fully approved.
8. Suspensions and Disciplinary Action for Non-Compliance
Improper use of the Yale PCard may lead to suspension or cancellation of PCard privileges or other disciplinary action, up to and including termination of employment. The circumstances under which this may occur include, but are not limited to, the following:
- Cardholder violates the Cardholder Agreement and any of the requirements of this policy and this procedure;
- Cardholder fails to process PCard transactions in expense reports within ninety (90) days;
- Cardholder shares PCard account information with someone else (with the exception of department cards);
- Cardholder uses the PCard for personal expenses or for other charges outside of policy;
- Cardholder consistently does not provide necessary receipts; or
- Cardholder uses the PCard for prohibited commodities, without receiving prior approval.
PCard Exception Requests
Requests to purchase items or services that are either listed as a prohibited commodity or that fall outside of this policy must be formally submitted to the Controller’s Office (controllers.office@yale.edu) for exception consideration and should be submitted prior to the transaction occurring. Failure to obtain prior approval may result in denial of the request, treatment of the expense as personal to the cardholder, potential policy enforcement actions, and/or possible disciplinary action.
PCard Suspension Process
Prior to suspending a PCard, the Procurement Department, in consultation with the Controller’s Office, will notify the Cardholder in writing of the impending suspension. The notification will typically take the form of email and will include the date of the impending suspension.
Notices will precede suspensions for unprocessed transactions older than ninety (90) days. These notices are reminders to the Cardholders. Notifications also include other relevant individuals (e.g., Lead Administrators, Operations Managers, senior directors, and/or any delegates).
PCard Reactivation
Once a PCard is suspended, a Lead Administrator or Operations Manager (or their designee) may request reactivation once corrective action is completed. To do so, the Lead Administrator or Operations Manager (or their designee) should complete and submit Form 3215 FR.03 Purchasing Card Application for Reactivation of Individual Card to PCard Transaction Team at purchasing.card@yale.edu
9. Fraud and Reporting a Lost or Stolen PCard
Enrolling in Fraud Alert Program
To help prevent fraud, Cardholders are strongly encouraged to enroll in the JPMC Fraud Alerts program. This service is available to all PCard holders and provides real-time notifications of suspicious activity on their cards. By signing up for alerts, Cardholders can respond promptly to potential fraud and help protect University resources. To sign up, call JPMorgan Chase at the numbers listed in the below section.)
Receiving Fraud Alerts
At a minimum, in the event of suspected or confirmed fraudulent activity, the Cardholder must immediately notify the card provider (JP Morgan Chase) and the University’s Procurement Office to prevent further unauthorized charges and initiate the necessary investigation procedures.
When a cardholder receives a fraud alert from JP Morgan Chase regarding a recent transaction, they must respond promptly by taking one of the following actions:
- If the transaction is valid: Confirm its legitimacy to JP Morgan Chase. The PCard account will be updated accordingly and will remain active for continued use without interruption or the need for card replacement.
- If the transaction is invalid: Report it as fraudulent to JP Morgan Chase. The PCard account will be temporarily deactivated to prevent further unauthorized activity, and JP Morgan Chase will issue a replacement card.
Reporting a Lost or Stolen PCard
Cardholders must contact the issuing bank (JP Morgan Chase) using the information below, or the PCard Transaction Team, as soon as they are aware that their PCard has been lost or stolen. Once the PCard is reported lost or stolen, the account will be closed and a new PCard will be sent to the Departmental Business Office on file with JP Morgan Chase.
If a PCard is denied for any reason during domestic or international business travel and no other form of payment is available, use the information below to request that the card be enabled to facilitate the trip home.
If your PCard is lost, stolen, or declined, you must promptly notify one of the following:
1. JPMorgan Chase (Issuing Bank)
- Domestic: 1-800-316-6056
- International: 1-847-488-4441
Note:
- Listen to the full automated message to access the option to speak with a live agent.
- For verification purposes, be prepared to provide:
- Address associated with the PCard
- PCard’s security code (CVV)
2. Yale PCard Transaction Team
- Email: purchasing.card@yale.edu
Related Resources
Policy 3215 Yale Purchasing Card
Procedure 3215 PR.02 Yale Expense Management (PCard and Out-of-Pocket Expenses)
Form 3215 FR.01 Yale University Purchasing Card Cardholder Agreement
Form 3215 FR.03 Purchasing Card Application for Reactivation of Individual Card
Form 3215 FR.06 Purchasing Card Request Form
Form 3215 FR.07 Request to Delegate Authority to Prepare Expense Reports and Spend Authorizations
Form 3215 FR.09 120-366 Day Taxable Expense Reimbursement
Form 3215 FR.10 Individual and Department PCard Exceptions
Procedure 1305 PR.04 Unallowable Costs
Policy 3201 General Purchasing
Policy 3220 Purchase of Restricted Items
Policy 3301 Travel on University Business
Policy 3302 Business Meals
Policy 3303 Gifts from University Funds
Procedure 3305 PR.01 Spend Authorization Process for Expense Advances
Policy 3401 General Payment