PCARD REFRESHER 2015
GENERAL EXPECTATIONS
DOCUMENTATION
ALLOWABLES
TAXES
DESCRIPTIONS
REPORTING
REVIEWERS
CONSEQUENCES
GRANT CLOSEOUTS
GENERAL EXPECTATIONS
PCARD users and reviewers should be
familiar with the agreement signed to
obtain a pcard and follow those rules
 The PCARD test provides additional
information annually regarding critical
policies and guidelines that should be
followed. Print those materials for
reference or log into Blackboard and
review them for familiarity.

Partnership pcards were audited twice in
2015 (auditors were looking for
documentation, description, and purpose)
 IT IS THE PCARD HOLDER AND
REVIEWERS’ RESPONSIBILITY TO ADHERE
TO THE PCARD RULES AND REVIEW
UNIVERSITY’S GUIDELINES. THE
PARTNERSHIP FISCAL TEAM IS NOT
RESPONSIBLE FOR ENSURING THE
ALLOWABILITY OF THESE PURCHASES
“AFTER THE FACT”. ALWAYS ASK
WHENEVER IN DOUBT BEFORE MAKING
THE PURCHASE.

DOCUMENTATION
Copy all receipts printed on thermal
paper (they fade over time) and include
that copy in your pcard packet.
 Tape down all receipts that are not 8 ½
x11 (tape around the edges of receipts on
thermal paper, since the tape fades the
ink)

Please number all pcard items on log and
on documentation.
 No double-sided copies
 Amazon documentation must include the
payment page and the packing slip, if
received. The payment page should
include the product description, product
item code, and payment amount.

ALLOWABLES
Always review the pcard webpage to determine if
your purchase is allowable. Consult with the
fiscal team (ppdfiscal@vcu.edu) if the information
is not available on the webpage.
 https://procurement.vcu.edu/i-want-to/make-apurchase/know-what-you-can-and-cannotbuy/allowable-business-expenditure-chart/
 Due to recent changes at the University,
technology purchases cannot be made on your
pcard. Designated technology staff will make all
purchases or work with the fiscal team.
Additional information will be shared once it has
been received.

Office supplies must be made through Ball
Office and Guy Brown. Office supplies
that are considered specialty items must
be approved by the reviewer or a member
of the fiscal team in advance before
ordering. OFFICE SUPPLIES CANNOT
BE ORDERED FROM OTHER OFFICE
SUPPLY VENDORS UNDER ANY
CIRCUMSTANCES
 Letterhead, Business Card, VCU envelopes
must be ordered through the fiscal team

TAXES
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Taxes are NOT allowable on most purchases
The PCARD holder is responsible for
ensuring taxes are not charged on the
purchase, and must aggressively pursue a
credit for any taxes charged on items that
are tax exempt. (Credits must be received
within 2 weeks.)
Purchases that allow taxes include
prepared/catered food and hotels for
meeting expenses and lodging
Descriptions
Grant funders are reviewing expenses
more closely and are requesting more
information about purchases.
 Each pcard purchase should be
documented with an index code,
description of the item, and the reason
for the purchase in the comments section
on the monthly report page. (Type in the
comment box that appears when you sign
off of transactions in the pcard system.)

Reporting
Please use the report link included in the
email from VCU to download your
monthly report (It includes the comment
section)
 Pcard holders are responsible for tracking
all orders made on their pcard. Keep a
list of all purchases to help you track your
pcard balance more closely. Some
vendors wait several days before posting
charges to your pcard.

All incorrect reports will be returned for
corrections and will need to be returned
within 48 hours.
 Please notify the fiscal team whenever
you have a replacement pcard!!
 Always flag a transaction if you do not
have the documentation, or are awaiting a
tax credit.

REVIEWERS
Reviewers are held at the same level of
responsibility as pcard holders.
 Corrective actions should be identified by
the reviewer before signing off on pcards.

◦ DO NOT SIGN OFF ON PURCHASES
WITHOUT REVIEWING THE
DOCUMENTATION AND ASKING
NECESSARY QUESTIONS.
◦ Flag transactions if you have questions
Consequences
Pcards will be suspended for repetitive
offenses
 Reviewers’ pcards can be suspended as
well if they are not enforcing the rules for
their pcard holders.
 Corrective action memos can be required,
and must be approved by the Provost
Office.

Principal Investigators/ Project
Directors
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Be aware of all Pcard holders who have the
authority to charge expenses against your grant.
Request information prior to allowing staff to
make purchases on your grants if you need to
track expenses closely.
Work with staff more closely to track all pcard
purchases within the last 90 days of the grant
period.
Ask staff to avoid using their pcard within the last
45 days of your project period.
Purchases needed within the last 45 days of the
grant period should always be brought to the
fiscal team.