Purchasing Card Overview
Brown’s Purchasing Card Program eliminates most of the paperwork associated with University purchases of, and payment for, items costing less than $3000. With the Purchasing Card (PCard) you can
- Place orders with ease
- Receive goods and supplies fast
- Eliminate approval processes
- Reduce paperwork- no purchase requisitions, no check requests, and no interdepartmental invoices.
Brown’s PCard is a MasterCard credit card that is accepted by most suppliers and merchants. Cardholders may place orders in person, over the telephone, or through the internet. PCard activity may be viewed online. All charges will be paid monthly by the Controller’s Office and electronically charged to each department’s designated G/L account(s) without any departmental paperwork. The charges default to predetermined subcodes. Cardholders must review their charges regularly (at least monthly) and, if necessary, redistribute the charges to other subcodes and or accounts. Manager’s can request on-line access to view charges and create reports detailing their department’s credit card charges.
Purchasing Cards are perfectly suited for the following purchases (with subcodes in parenthesis):
- Supplies (3010)
- Gifts and Hospitality (3220)
- (requires a meals and hospitality form)
- Postage (3020)
- Books (3410)
- Express Postage (3030)
- Periodicals (3420)
- Dues & Memberships (3110)
- Films (3420)
- Newspapers (3440)
- Equipment Repair (3150)
- Computing Supplies (3070)
- Equipment Rental (3160)
- Software (3481)
Restricted purchases include
| Animals Alcoholic Beverages Cash Advances Cell phones/phone charges Conference Registration Construction/Renovation Consulting/Personal Services Gasoline |
Gift Cards Equipment/Components if value is >$3,000 Restaurants Prescription drugs and controlled substances Radioactive Material Travel and Entertainment Weapons and ammunition |