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Obtaining a Procurement Card (P-Card) for a Project
You should first discuss with your GA whether you have the ability to use a P-Card on your project and if it would be beneficial to have one (e.g. you may be eligible for a P-Card, but would not need one if you won't be purchasing supplies and services for your project).
If your GA determines that it would be beneficial to have a P-Card for your project, you must fill out the P-Card Application Packet (ORSP users). Once you have completed these forms, submit to ORSP for review.
After review, ORSP will forward the completed forms to the P-Card office for processing. After processing, the P-Card office will invite the PI to a mandatory orientation for new cardholders that outlines P-Card guidelines and cardholder responsibilities (e.g. monthly reporting requirements, how to use to card, prohibited items).
After attending the orientation you are free to use the P-card once you receive it.
The cardholder must submit monthly reports to the P-Card office (these are shared with ORSP for review).
When your project is coming to an end, you must follow the P-Card Office's procedure for closing your card; refer to the guidelines outlined in the P-Card Handbook for more information.
There are two levels of review on your P-Card: ORSP reviews according to the terms and conditions of your award, while the P-Card office reviews for compliance with their own guidelines.
The following types of purchases are strictly prohibited: firearms, hazardous chemicals, hotels & transportation, pets, gifts, etc. Refer to the P-Card handbook for more information.
Timely submission of your monthly reports is critical. If you fail to submit three monthly reports, you will lose your card privileges.
If you need to change the default project number and/or add/delete a project number, initiate that change through your ORSP GA.
Your P-Card is a privilege, not a right; treat it accordingly.