EASTERN NEW MEXICO
UNIVERSITY
Purchasing Card Training
Presented by
Kenny Prince
562-2493
kenny.prince@enmu.edu
Purpose of Purchasing Card
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Make small purchases (under $999.99)
Shorten approval process
Reduce cost of processing small $ purchases
Receive faster delivery of merchandise
Simplify the payment process
General Information
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Issued to individual
Non-transferable
Does not reflect on personal credit history
Cardholders are personally liable for
unallowable or unauthorized charges
Can be used anywhere VISA is accepted,
unless restricted by ENMU
Card Limits and Restrictions
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Limited to $999.99 per transaction
Do not “split” transactions
Do not pay past due invoices
Thirty day cycle limit
Merchant category blocking, i.e. liquor stores
Signatory Authority
Non-Academic Accounts
Account Manager
Vice Presidents
President
0 – 2,499
2,500 – 49,999
50,000 – 249,999
Board of Regents Greater than 250,000
Academic Accounts
Account Manager
0 – 2,499
Academic Dean
2,500 – 4,999
Vice Presidents
5,000 – 49,999
President
50,000 – 249,999
Board of Regents Greater than 250,000
Allowable University Purchases
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ENMU Bookstore purchases (Portales Campus
only)
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Advertising
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If the Ad is scheduled to run more than one (1) time,
please prepare a requisition for a purchase order.
Equipment
Office Supplies and Forms
Computer Supplies, e.g. software & diskettes
Registrations
Books & Subscriptions ( Do Not Purchase More than 1
year at a time).
Allowable University Purchases
Repairs & Repair parts
 Services (tax payer identification number required. Social
Security or Federal ID number of Vendor.
 Miscellaneous items, e.g. video tapes.
 Airfare
 Rental Vehicles (DO NOT rent 15 passenger vans.)
 Lodging
When you are ordering supplies, equipment, etc. to be delivered,
please have the vendor send directly to your physical address on
campus & not to Central Stores. If you are unable to handle the
delivery, please prepare a requisition for a purchase order in lieu of
using your purchasing card.
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Unauthorized Purchases
•Items for personal use.
•Any single transaction exceeding $999 ( travel
items excluded)
•Business/travel related meals
•Stock items available from our warehouse/items
purchased for departmental stock.
•Leased items, e.g equipment, building, land.
•Maintenance agreements
•Sales Tax
•Warranties
Unauthorized Purchases
•Alcoholic beverages
•Trade-In items
•Software Licenses
•Holiday decorations, etc.
•Tuition – DO NOT pay ENMU with an ENMU
Purchasing Card.
•Fuel Purchases
•Gift Cards
•Past due invoices
Deactivation of P-card
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Personal Charges
Incomplete statements (missing receipts, etc.)
Late Statements
Improper or illegal charges
Sales Tax
Other Information
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If you have the travel option on your purchasing
card, your per transaction limit is $2500.00 for
travel related items only. The $999 per transaction
limit is still in effect for non-travel items.
If a credit item appears on your statement a receipt
does not need to be attached to your purchasing
card statement.
If you have any questions on whether you can purchase an
item please call Purchasing at 562-2425 or the Business
Office at 562-2611.