Purchasing Cards (Pcard)

    Definition

    Yale Purchasing Cards (PCards) are credit cards used for buying and paying of goods and services needed for Yale business purposes and in accordance will policy and procedure. The cards are MasterCards issued by JP Morgan Chase.

    Key Information
    • Yale entrusts the cardholder with safeguarding the card and for using it responsibly.
      • By accepting the card, each cardholder verifies that the card will be used only for authorized University purchases and in accordance with university policies and procedures.
    • To receive your card, you must complete online training and confirm adherence to Cardholder agreement. A link to this training will be emailed to you from the PCard office.
    • Activate the Pcard by calling the number on the sticker (866-602-8170).
    • Before making purchases, know the card’s billing address including the PO Box number.
      • Ask your business office if you are not sure of your billing address or if there have been recent changes.
      • The billing address verification is a safeguard to ensure that only the appropriate cardholder receives and uses the card. Be sure to use the complete zip code for the business office address, for example: 06520-8314.
    • The Card Program has two types of Purchasing Cards:
      • Individual Cards are assigned to an individual employee authorized by their department.
      • Department Cards are created in the name of the department but issued to a named individual who will use the card on behalf of the department.
        • A designated member of the department, typically the Operations Manager/Lead Administrator are accountable for card oversight, including charges made and card security.
    • Yale PCards are assigned single transaction and monthly dollar limits – see Procedure 3215 PR.01 Yale Purchasing Card for the standards transaction level tables.
    • 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.
    To Start
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Read and understand all applicable University policies and procedures.
    2 Read and understand guidance on sending requests for PCards.
    3 Determine if an individual or department card is required.

    Request a department card if:

    • If multiple individuals are not eligible to receive a Pcard, such as casual employees, or retirees, then request a department card.
    • Purchases are not expected to go over $1K max single purchase limit and $10K for a month’s cycle (month cycle time from 16th to 15th).
    • Oversight is available for the administration of a department Pcard.
    • Note: Department cards must be associated to only one individual within the department on the request form.

    Collect the following information for both individual and department cards:

    • Last 4 digits of card holders Social Security Number (SSN).
    • Card holder Business address including PO Box Number.
    • Cardholder Date of Birth.
    Request a PCard
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Complete Purchasing Card Request Form.
    • Use Form 3215 FR.06 Purchasing Card Requests (New/Cancel/Change) Form
    • Provide a passcode on the application. DO NOT use any of the following in your passcode:
      • The word “Yale.”
      • Special characters (e.g.! # @).
      • More than 8 characters.
      • Securely retain this passcode.
    • On the form:
      • The “Action” field = Add.
      • Enter the Business Office Address ONLY.
      • Include the PO Box number.
      • DO NOT include or list a home address.
    • Ensure you are using the most recent form.
    2 Obtain required signatures and approvals.
    • Cardholder must sign and date the form.
    • The department approver must sign and date the form (eSignatures are acceptable).
      • Department Approver = Lead Administrator, Operations Manager, or department designee.
    3 Submit the completed form to the Purchasing Card Office for processing.
    • Submit to: Purchasing.card@yale.edu
      • Subject Line = New Card.
      • A confirmation email will be sent to the prospective cardholder containing a case number and a link to the Cardholder Agreement / Training.
      • Incomplete forms will be returned.
    4 Cardholder completes mandatory review (training) of Cardholder Agreement.
    • Open link included in the confirmation email.
    • Review the Purchasing Card (PCard) Content material (Training) including a copy of the Cardholder agreement.
    • Submit confirmation by completing the review online.
    • Expect the PCard to arrive at the business address provided within 7-10 business days.
    5 Activate the PCard
    • Cardholder calls the 866-602-8170 provided on the sticker (placed on the card).
    Request a Change to a PCard
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Complete Purchasing Card Request Form.
    • Use Form 3215 FR.06
    • Changes can be made for:
      • Cardholder name.
      • Threshold amount.
      • Address changes including PO Box Number.
    • On the form:
      • The “Action” field = Change.
      • Enter the Business Office Address ONLY. Include the PO Box.
      • DO NOT include a home address.
      • Enter the new/updated information in the “Name” Field or enter the requested limits in the PCard Limit fields.
    • Note:
      • Changes require review and approval by the PCard Administrator which might result in longer lead times.
      • Following approval, the PCard team process the changes.
      • Cardholder will receive a confirmation via email that changes have been processed.
      • Missing or incomplete information on the form will result in the form being returned to the requestor.
    2 Submit the completed form to the Purchasing Card Office for processing.
    • Submit to: Purchasing.card@yale.edu
      • Subject Line = Change Request.
      • In the body of the email state the specifics of the requested change.
      • Confirm that proper PO Box is listed.
    • PCard arrives at Business Office in 7-10 business days.
    • Cardholder calls the 866-602-8170 provided on the sticker (placed on the card) to activate any new cards issued.
    Reactivate a PCard
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Submit the completed form to the Purchasing Card Office for processing.
    • Use Form 3215 FR.03 “Purchasing Card Application for Reactivation of Individual Card”.
    • Form 3215 FR.03 must be completed by Operations Manager, Lead Admin, or Department Designee.
    Request an Exception
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Read and understand Policy 3215.
    • Policy 3215 Yale Purchasing Card
      • Refer to Special Situations/Exceptions section.
    • Note:
      • Changes require review and approval by the PCard Administrator as outlined in Policy 3215.
      • Following approval, the PCard team will process the changes.
      • Cardholder will receive a confirmation via email once the changes have been processed.
    2 Complete Form 3215 FR.10.
    3 Submit the completed form to the Purchasing Card Office for processing.
    • Submit to: Purchasing.card@yale.edu
      • Requests for permanent exceptions should include specific reason for the request in the body of email.
      • PCard Limit Exception form must be attached.
      • Missing or incomplete information on the form will result in the form being returned to the requestor.
      Clear a PCard
      Order of Work Action to Take Essential Process Details/Helpful Tips
      1 Create an Expense Report in Workday.
      • Visit the Expense Report Toolkit chapter for complete details.
      • Note: Processing expense reports does not change limit availability.
      Cancelling a PCard
      Order of Work Action to Take Essential Process Details/Helpful Tips
      1 Complete Purchasing Card Request Form if the cardholder is transferring to a different department, the cardholder is leaving the University, or the cardholder’s position no longer requires a purchasing card.
      • Use Form 3215 FR.06 Purchasing Card Requests (New/Cancel/Change) Form
      • Select “Cancel” in the Action field.
      • Submit signed, completed forms to purchasing.card@yale.edu.
      • In addition, cardholder must:
        • Return the PCard to the department Lead Administrator or Operations Manager so that the card is destroyed.
        • Submit remaining receipts to the Lead Administrator or Operations Manager.
        • Complete an expense report for any outstanding, unprocessed transactions.
        • Must cancel card if leaving the department.
      • Card must be cancelled and destroyed if the cardholder is going to another area of Yale.
      • Submit cancellation request to coincide with the date the employee is leaving the university or moving to another department.
      • Note:
        • The AP Transaction review team runs a weekly report of terminated employees with outstanding transactions.
        • Results are sent to department Lead Admins and Ops Managers letting them know the charges and requesting any supporting documentation.
        • Supporting documentation for the outstanding transactions are sent to yss.ems@yale.edu for processing.
      Monitor a PCard
      Order of Work Action to Take Essential Process Details/Helpful Tips
      1 Monitor charges made to a PCard
      • In Workday run: “Find Credit Card Transactions by Cost Center” report.
      2 Report a lost or stolen PCard.
      • Cardholder calls JPMorgan Chase directly by calling 1-800-316-6056 (domestic) or 1-847-488-4441 (international); or
      • Notify PCard office at purchasing.card@yale.edu
      3 Manage a purchase that is declined.
      • Call JP Morgan Chase Bank at 1(800) 316-6056 and ask for an explanation.
      • Notify PCard office at purchasing.card@yale.edu
      4 Enroll in Fraud Alerts.
      • The PCard Fraud Alerts page provides instructions to enroll; requires CAS authentication.
        • Cardholder should list their mobile number in the payment.net application.
      Roles Required
      If You Need To: Request the Following Role:
      Initiate/Create Not Applicable
      Approve Not Applicable
      Monitor/Run Report(s) Cost Center Financial Analyst

      See full list of Workday Roles.

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