Faculty/staff with a business need for a PCard must complete and submit a PCard Application form. PCards are issued by Accounts Payable upon the Accountholder's completion of a mandatory training on PCard policies and procedures.

The individual to whom the PCard is issued is responsible for safeguarding and managing transactions on the card. Additional responsibilities include:

• Maintaining a confidential PIN for the card as required by Bank of America that issues the PCard
• Purchasing only allowable goods
• Not splitting a purchase in order to mitigate the Pcard’s single transaction limit or to avoid the requirement for a purchase order
• Reviewing transaction history prior to January 1, 2021 in WORKS, if needed
• Verifying transactions in Workday or delegating transaction verification authority to the appropriate financial steward (e.g., Cost Center Manager or Financial Coordinator), if needed
  • Review, monitor, and verify transactions in Workday in accordance with financial deadlines
  • Attach the receipt to the Pcard transaction verification in Workday or retain original receipts in accordance with documentation retention guidelines (Transactions logs must be used if the receipt was not attached in Workday)
  • Assign the appropriate worktags to the transaction in Workday
  • Provide the Business Purpose for each transaction in Workday

The following purchases are generally allowable on the PCard:

• Academic/classroom supplies not available through other University resources
• Books
• Car services approved as a Brown strategic supplier
• Computing supplies not available through strategic suppliers
• Conference registration fees
• Dues & professional memberships
• Equipment rental (other than vehicle rentals)
• Gifts as defined in the Gifts and Donations to Individuals or Groups Policy
• Gift cards as defined in Gift Card Policy
• Hospitality expenses, such as the provisions of food, beverages, activities, or events
• Newspapers and periodicals
• Postage/express postage
• Rail and bus tickets for faculty, staff, and students, in accordance with Brown's travel policies 
• Software
  • OIT has previously completed a security review of the products listed on the Software And Services With Pre-Approved Risks web page. In purchasing these products, the department agrees to only store data in these products at the approved security level noted on this page. If at any time the department intends to store more sensitive data in these products, the department agrees that an additional security review needs to be conducted. If the software purchase is not already on this page, then an initial OIT data security review is required prior to purchase. For more information regarding the data security review, please email oit-contract-managers@brown.edu.
• Zipcar, when using a departmental Zipcar account

The following purchases may not be made using the PCard:

• Airfare
• Animals
• Alcoholic beverages
• Any software or technology subject to the jurisdiction of the International Traffic in Arms Regulations (ITAR)
  • See the United States Munitions List.
  • See Research at Brown for more information on the classification of the items to be purchased.
• Cash advances
• Cell phones/phone charges
• Computers
• Construction/renovation
• Equipment (items with a useful life over one year)
• Gasoline
• Items that require additional review for regulatory compliance
• Prohibited purchases in accordance with the National Defense Authorization Act, Section 889
• Furniture
• Hazardous materials
• Hotels
• Restaurants
• Personal items, including memberships (i.e., Amazon Prime, BJ’s, etc.)
• Prescription drugs and controlled substances
• Radioactive materials
• Services, including consulting services
• Vehicle rentals (except Zipcar when using a departmental Zipcar account)
• Weapons and ammunition

PCard limits are determined by the University Controller based on the business needs of the Accountholder’s department. Transaction limits range from $999 to $2,999. Monthly credit limits range from $3,000 - $15,000.

Exceptions to this policy require advance written approval from the University Controller.

• Purchasing Card SOP

• Transaction Log
• Cardholder Agreement
• PCard Application

• Accounts Payable FAQs/Tips

• Strategic Suppliers
• International Traffic in Arms Regulations
• United States Munitions List
• Research at Brown