FAQ for How the PCard can be Utilized

The following information is provided to help clarify when the PCard may be used—and, more importantly, when it may not. While most items that are allowable on a Purchase Order may also be purchased with a PCard, there are exceptions and additional guidelines that apply.

As a general rule, if a purchase is not allowed using state funds, it should not be made with a PCard—regardless of the funding source. When in doubt about whether a purchase is allowable, please contact the eProcurement Office for guidance.

Please note: Even if a purchase is allowable, the transaction may be declined if the vendor’s merchant category code (MCC), as assigned by their bank, is one that the State of Arkansas has blocked. If this occurs, please contact the eProcurement Office at 387-9229 or pcard@uark.edu.

 

Prohibited PCard Purchases

• Alcoholic beverages

• Services involving paid work

• Supplies and food used for office parties or celebrations

• Personal-use or convenience items (coffee makers, microwaves, refrigerators, etc.)

• Moving or relocation expenses

• Prepaid cards or supplier credits (e.g., OligoCard)

• Printing via printing press

• Purchases requiring an official University signature (e.g., maintenance or rental agreements)

• Travel expenses (airfare, lodging, car rental, conference fees, fuel, etc.)

• Prescription and over-the-counter medicines

• Construction or remodeling costs

• Gifts of any kind, including flowers

• Purchases from the UA Tech Store (for personal use only)

• Software

  • Refer to the IT Services Get Software webpage. 

  • For specific IT-related services such as web conferencing, storage, email, and phone services, please visit the IT Services webpage.

• IT Equipment (e.g., computers, monitors, cameras, printers, TVs, cell phones)

  • Exemptions: Certain tech supplies such as headphones, keyboards, computer mice, external USB drives, batteries, and speakers.

  • Please refer to the Information Technology Asset Management (ITAM) Policy  & Guidelines for Purchasing Technology Products for additional information regarding allowable/non-allowable IT purchases.

 

Restricted PCard Purchases with Additional Requirements

• Gift Cards

  • PRIOR approval from eProcurement required.

  • Submit a completed Gift Card Request Form to pcard@uark.edu.

  • If approved, a Gift Card Disbursement List, documenting who received the cards, must also be completed and submitted with the purchase documentation.

  • Refer to  Gift Card Guidelines for further information on the gift card purchasing process.

• Prizes

  • PRIOR approval from eProcurement required.

  •  Submit a completed Prize Request Form to pcard@uark.edu. 

  • If approved, a Prize Disbursement List, documenting who received the prize, must also be completed and submitted with the purchase documentation.

  • Refer to  Prize Purchasing Guidelines for further information on the prize purchasing process.

• Greeting Cards

  • Allowed only as thank-you notes to donors.

• Tires

  • Must be purchased from state contract suppliers ( Bridgestone, Goodyear,  or Michelin. ).

  • Emergency exception: Any source allowed if in a state-owned vehicle.

• Letterhead & Printed Envelopes

  • Must be purchased from PMC Solutions OR the state contract holder.

• Paper Products (Bulk Purchases)

  • $250+ (paper towels/toilet tissue): Buy from state contract holder.

  • $500+ (printing/copier paper): Buy from state contract holder..

• Internet & Phone Service

  • PRIOR approval required (mainly for AGRI branch stations).

• Equipment ($2,500+ including taxes & freight)

  • Allowed in emergency situations with PRIOR approval from eProcurement.

• Certifications/Licenses

  • A completed  License/Certification Justification Form must be uploaded with the purchase documentation.

• Memberships
  • A completed  Membership Justification Form to be uploaded with the purchase documentation.

• Online Webinars/Training & Registration Fees

  • Documentation must state NO travel involved.

• Subscriptions

  • Must include subscription coverage dates on receipt or memo section.

• Official Functions (Items purchased for business meetings, staff meetings, student functions) 

  •  A completed Official Function Form must be uploaded with the purchase documentation.

• Restaurant purchases for Official Functions:

  • A completed Official Function Form must be uploaded with the purchase documentation.

  • Detailed itemized receipts required (credit card slips alone are insufficient).

  • Gratuity limit: 20% (Excess will be invoiced)

    • Exceptions:  If the bill has a predetermined service charge added in by the restaurant, you can pay all of that.  In those instances where there is a mandatory gratuity printed on the bill and it exceeds 20%, as long as it is a required amount to pay as a policy of the restaurant with regard to a large group, this will be allowable.  However if you manually include an additional amount, this amount will be invoiced to be paid back.

• University Logo Items

  • Purchase only from licensed suppliers with approved marks.

  • New designs require PRIOR approval from the Trademark Licensing Office (licenses@uark.edu).

  • Razorback logos require explicit permission from University Relations & Athletics.

    • NOTE: The Razorback is the spirit symbol of the university and is not to be used for academic or general promotional purposes.  There can be no Razorback logos on these items without express written permission from University Relations and the Department of Athletics.    Click here for additional information.  Please refer to the Brand & Style Guidelines for Schools, Colleges and Departments.  The logos on that webpage are what should be used by academic departments, administrative units, academic and research centers, and other parts of the university.  Students and student groups cannot use these elements without permission from University Relations).

• Ammunition

  • ONLY allowed for Public Safety; must be from state contract suppliers.

• Sponsorships/Donations

  • PRIOR approval required from University Advancement.

  • Event sponsorship requests: Contact engage@uark.edu.

• International Purchases

  • Export control screening required for all foreign financial transactions.