Authorized & Unauthorized Purchases
The PCard is intended to facilitate miscellaneous, on-the-spot purchases that cannot go through the purchase order (PO) process. The PCard is not intended to replace or bypass the Baylor Marketplace or PO process. Items purchased using the PCard that are available in the procurement catalog will not receive Baylor contract pricing. Cardholders should contact Procurement and Payment Services with any questions related to approved suppliers and appropriate payment methods. Allowable PCard uses include the following:
Authorized Uses
- Books/periodicals/magazines
- Business/group meals
- Catering (on campus services require preapproval from Purchasing)
- Cash withdrawals (requires prior written approval from the CFO)
- Conference registration fees (for self or on behalf of other employees)
- Emergency repairs
- Entertainment expenses
- Florists
- Professional dues & memberships (for self or on behalf of other employees)
- Shipping/freight/postage/couriers (imports that require customs must be preapproved by Baylor P2P team)
Unauthorized Uses
- Consulting services
- Controlled substances or prescription drugs
- Firearms/ammunition
- Insurance policies and premiums
- Laboratory animals and animal-related purchases
- Legal services
- Personal expenses not related to Baylor business
- Radioactive and hazardous materials
- Real estate leases/purchases
- Recruiting/temporary hiring services
- Tax payments
- Trade contractors
- Travel expenses for other Baylor employees
- Travel agencies
- Including third party travel websites such as Orbitz, Expedia, Hotels.com, etc.
- Travel reservations are to be made through Baylor’s dedicated travel agency
- Software not approved by ITS
- Purchases which contain a contribution component
- Individual social and merchant memberships which include a potential personal Cardholder benefit, (for example: Baylor Club, Sam’s Club, Amazon Prime, or LinkedIn memberships)
- Capital Equipment (single item costing $5,000 or greater)
- Gifts to students may have an unintended effect on their financial aid
- Any drink or other consumable with alcohol
- Guests & entertainment (except for catering orders through CaterTrax and approved Off Campus Caterers including other expenses listed on the Accounting Code Reference Guide
- Payments for services including rentals, licenses and software, conference registration fees, membership fees, and maintenance agreements, from a supplier with a foreign address or from a supplier located in the United States if the suppliers is not a U.S. payee.
- Purchases to a supplier in a boycotting country: Iraq, Kuwait, Lebanon, Libya, Qatar, Saudi Arabia, Syria, United Arab Enirates.
- Charges for gasoline or other fuel
- Printing projects that exceed $10,000
- Copiers, copier parts, and copier consumables (University-wide contracts exist for these items)
- Office telephones and cellular phones (office telephones are allowed under direction of Telephone Services)