P-Card Program

Using the University Procurement Card

The University Procurement Card (P-Card) Program provides an efficient purchasing option for eligible low-dollar University business purchases. By combining ordering and payment into a single process, the P-Card helps reduce the need for requisitions, Purchase Orders, and invoices for eligible purchases, reducing administrative effort and accelerating routine purchases. P-Cards are issued to approved employees and may only be used for official University business. The following chart outlines the standard card limits. Splitting a transaction into smaller amounts to avoid P-Card spending limits is prohibited.

Spending LimitsStandard Amount

Single Transaction

$3,000                          

Monthly Credit 

$10,000

For more information about the program, refer to the guide below:

Eligibility and Training

P-Cards are available to eligible full-time University employees with approval from a supervisor and Procurement Services. 

Cardholders and P-Card Approvers are required to complete training before a card is issued or approval access is granted.

Training sessions are available online through the ITDS Training Portal. If the next scheduled session cannot be attended or there is an urgent need, ad-hoc training may be requested by contacting the P-Card Administrator directly.

Requesting a P-Card  

  1. Log into Workday and search for Create Request.
  2. Select Procurement Card (P-Card) Request.
  3. Click OK.
  4. Complete the questionnaire with the information requested.
  5. Submit the request.

For step-by-step instructions, refer to the P-Card Request Job Aid. For step-by-step instructions on requesting the P-Card Approver Security Role, refer to the P-Card Approver Security Role Job Aid. 

P-Card Transaction Process Overview

The general P-Card transaction process includes the following steps:

The cardholder confirms the purchase is permitted under the P-Card Program and uses the P-Card for an eligible University business purchase.

After the supplier posts the transaction to Bank of America, the transaction is transferred to Workday. This process typically can take up to two days. Once the transaction is available in Workday, the cardholder receives an email and Workday Inbox item indicating that the transaction needs to be verified and allocated.

The cardholder reviews the charge, confirms the spend category and worktags, enters required memo information, attaches receipts or supporting documentation, and submits the transaction in Workday by the end of the applicable billing cycle.

The P-Card Approver reviews the transaction, including worktags, spend category, memo information, and attachments. If information is correct, the approver approves the transaction. If changes are needed, the approver sends the transaction back to the cardholder.

P-Card transactions may be reviewed or audited for compliance with University policy, documentation requirements, and program restrictions.

Cardholder and Approver Responsibilities

Cardholders and approvers are responsible for ensuring that P-Card transactions are appropriate, supported by required documentation, reviewed in a timely manner, and consistent with University policies and procedures.

Cardholders are required to: 

  • Safeguard the P-Card 
  • Use the P-Card only for allowable University business purchases.
  • Verify P-Card activity in Workday by the billing-cycle deadline with receipts attached.
  • Work with the Cost Center Manager / P-Card Approver to resolve budget failures.
  • Resolve discrepancies directly with the supplier when appropriate.
  • Ensure suppliers do not charge sales tax.
  • Notify the P-Card Administrator and return the card to the department before leaving the University.

For complete program requirements, review the P-Card Holder's Policies & Procedures

Card Lost or Stolen 

If a P-Card is lost or stolen, immediately contact:

  • Bank of America 800-822-5985, Option 2. Support is available 24 hours a day, 7 days a week. 

Also notify the P-Card Administrator as soon as possible.

Need Assistance?

Please contact the P-Card Administrator,  Natalie Mensah. If Natalie is unavailable, Maria Davis provides backup support. Contact information is listed on the Staff Information page.

P-Card Forms, Resources, and Job Aids

Related Forms & Resources

Provides the policies and procedures for the use of Montclair State University's Procurement Card (P-Card), including cardholder responsibilities, allowable purchases, documentation requirements, and compliance guidelines.

Provides an overview of Montclair State University's Procurement Card (P-Card) Program, including cardholder and approver roles, purchasing guidelines, allowable and prohibited transactions, Workday reconciliation and approval processes, documentation requirements, spending limits, and compliance responsibilities.

Documents Montclair State University's New Jersey sales tax-exempt status and is provided to vendors for eligible tax-exempt purchases made on behalf of the University.

P-Card Related Job Aids

Step-by-step overview of how to request a P-Card in Workday as well as how to track your request.

Overview on how to review, allocate, and process purchasing card (PCard) transactions made on behalf of your department.

Overview on how to request, modify, or remove security access roles within Workday.

Provides step-by-step instructions for using Bank of America Global Card Access (GCA) to register, activate, and manage a University Procurement Card, including PIN management, transaction viewing, alerts, and card security features.

Frequently Asked Questions

Common Questions about the P-Card

The P-Card may not be used for prohibited purchases identified in the P-Card Program Policy, including, but not limited to, certain travel-related expenses, restricted merchant categories, gift cards, consulting services, construction services, Amazon Business purchases outside the Workday punchout, iTunes, and other disallowed purchases. Cardholders should review the P-Card Holder’s Policies & Procedures before making a purchase.

P-Card transactions may be declined for several reasons, including:

  • Merchant Category Code (MCC) block: The merchant category code (MCC) is blocked under the P-Card Program.
  • Incorrect card information: The card information was entered incorrectly.
  • Transaction limit exceeded: The transaction exceeds the cardholder’s single transaction limit.
  • Monthly credit limit reached: The monthly credit limit has been reached.
  • Restricted merchant: The merchant or purchase type is restricted.

PayPal is the least preferred method of payment and should only be used when no other payment option is available. When PayPal is used, the cardholder must retain documentation showing the items purchased, item descriptions, supplier name, cost, and PayPal receipt. Required documentation must be attached to the applicable P-Card transaction in Workday. Failure to provide required documentation may result in suspension or loss of P-Card privileges.

No. The P-Card should not be used when the purchase should be made through an existing punch-out catalog. For example, office supplies and Amazon Business purchases should be processed through the applicable Workday punch-out catalog. Cardholders should review the P-Card Holder’s Policies & Procedures before making a purchase.