P-Card Resources for Compliance
P-Card Resources for Compliance
Units have the primary responsibility to monitor how their staff use their P-Cards. Monitoring card use includes ensuring compliance with all state and federal laws, University of Illinois System policies, and good business practices.
Cardholders can lose their card privileges if they engage in any of the following activities:
- Use a card for prohibited purchases.
- Fail to provide documentation of purchases.
- Provide unacceptable documentation
- Fail to process card charges in Chrome River
- Allow a card to be used by individuals other than the cardholder
- Make successive purchases to circumvent the single transaction limit, commonly called ‘stringing’
Please refer to this Decision Tree to determine if your purchase is P-card eligible or if it should be procured through iBuy instead.
Click the image above to see a full-size version
or download a PDF
P-Card or T-Card Exception Requests
In the event that you will need to complete an exception request for a P-Card or T-Card purchase, please reach out to Maile Tatman (mreynol@illinois.edu). We will need some basic information provided for the exception:
- Business purpose/reason for the exception
- Dollar amount of the purchase or the estimated dollar amount
- Any terms and conditions or agreement that will need to be reviewed or signed.
- A completed electronic services/software purchased by P-Card form for any electronic service or software.
- A full picture of the flight information or lodging information with the pricing breakdown for travel requests.
- The certificate of insurance, banquet event order, and contract if needed for out-of-town receptions.