P-Card Process
- Complete the MSE Department Purchasing Card Worksheet (pink sheets found in 2220 Hoover).
- Attach a copy of the receipt/invoice and packing slip within 15 days of the purchase.
- Provide a business purpose and adequate documentation (receipt/invoice) that identifies WHAT was purchased, WHERE it was purchased, WHO purchased it, and WHY it was purchased.
- If all of this information is not contained on the receipt or invoice itself, it needs to be included as an explanation on the pink form or written on the receipt/invoice.
- Payment will not be processed until adequate documentation is provided.
- Send all items to Andrea Mauton in 2240 Hoover.
Filling out the P-Card Payment Form
- Transaction Date: date of purchase
- Cardholder: name of p-cardholder
- Requester: name of person making the purchasing request (sometimes different than the cardholder)
- Vendor Name/Address: vendor’s name/address where the purchase took place
- Order Confirmation #: confirmation # received from the company for the order, if provided
- Quantity ordered: amount ordered of the item
- Description/Catalog Number: item that was purchased
- Unit Cost: cost per unit for the item
- Extended Total Cost: total cost for all units bought of the item
- Account #: the fund account number(s) you would like to use to pay for the purchase, the section project is required if available
- Business Purpose: a full description of what the item will be used for, for what project, and how it relates to ISU business.
Documentation
- Payment form, receipt/invoice, and packing slip are due within 15 days of the purchase
- Attach the packing slip and invoice together with the p-card form on items that have been shipped directly to you.
- Purchases that were not shipped require the original receipt and payment form attached together.
- Failure to comply with purchasing procedures may result in termination of the p-card.
Hospitality purchases
Complete the pink p-card form like normal but also include:
- Begin Date: date the event started
- End Date: Date the event ended
- Location: where the event was held
- Event Type: choose the type of event that took place (ex: seminar series, business meeting, etc.)
- Participants: list all who attended the event, including ISU employees, etc.
Documentation
- A copy of the itemized receipt and credit card receipt are required and should be attached to the pink p-card form before the payment can be processed.
- If an item is missing, the card holder will be notified and further documentation will be requested before the payment will be processed.
- Payment form and receipts are due within 15 business days of the purchase.
- Failure to comply with purchasing procedures may result in termination of the p-card.
Questions
If you have any questions, please contact Andrea Mauton at amauton@iastate.edu or 515 294-6118.