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Baylor University
Procurement & Payment Services
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    • Our Approach
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    • Buying Goods or Services
    • Buy & Pay Guide
    • Preferred and Contracted Suppliers
    • ITS Purchasing Guidelines
    • Catering
    • Floral Request Guidelines
      • Floral Request Form
  • Payments
    • Paying for Goods or Services
    • Card Programs
      • Purchasing Card
      • Travel Card
      • Fuel Cards
      • Termination, Transfer, and Account Closure
      • Card Increase Form
      • FAQs
  • Travel
    • Booking Travel
      • Know Before You Go
      • Travel Management Companies
      • Travel Card
    • Preferred Suppliers
      • Charter Bus
      • Hotels
      • Rental Car
    • Expenses
    • Travel and Business Expense Policy
    • Business Mileage Reimbursement
    • Travel FAQs
  • Contracts
    • The Contracting Process
  • Suppliers
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    • Prospective Suppliers
    • Supplier Diversity and Inclusion
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Baylor BU Procurement & Payment Services Payments Card Programs Purchasing Card Authorized and Unauthorized Purchases
  • Paying for Goods or Services
  • Card Programs
    • Purchasing Card
      • Purchasing Card Policy
      • Authorized and Unauthorized Purchases
      • Expensing P-Card Purchases
    • Travel Card
    • Fuel Cards
    • Termination, Transfer, and Account Closure
    • Card Increase Form
    • FAQs

Authorized and 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 Marketplace will not receive Baylor contract pricing. Cardholders should contact Procurement and Payment Services with any questions related to approved suppliers and appropriate payment methods. 

Authorized Uses

  1. Books/periodicals/magazines
  2. Business/group meals
  3. Catering orders with Approved Caterers under $2,500
    • Aramark orders of any amount must be placed using the Marketplace catalog 
  4. Conference registration fees (for self or on behalf of other employees)
  5. Emergency repairs
  6. Florists
  7. Professional dues & memberships (for self or on behalf of other employees)
  8. Shipping/freight/postage/couriers (imports that require customs must be preapproved by Baylor P2P team)
  9. Toll payments for Baylor owned, leased, or rented vehicles

Unauthorized Uses

  1. Consulting services
  2. Controlled substances or prescription drugs
  3. Firearms/ammunition
  4. Insurance policies and premiums
  5. Laboratory animals and animal-related purchases
  6. Legal services
  7. Gifts/Gift Cards refer to Tax Manual
    • Gifts to students may have an unintended effect on their financial aid
  8. Personal expenses not related to Baylor business
  9. Radioactive and hazardous materials
  10. Real estate leases/purchases
  11. Recruiting/temporary hiring services
  12. Tax payments
  13. Trade contractors
  14. Travel expenses 
  15. 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
  16. Software not approved by ITS
  17. Purchases which contain a contribution component
  18. Individual social and merchant memberships which include a potential personal Cardholder benefit, (for example: Baylor Club, Sam’s Club, Amazon Prime, or LinkedIn memberships)
  19. Capital Equipment (single item costing $5,000 or greater)
  20. Any drink or other consumable with alcohol
  21. Entertainment expenses
  22. Purchases for services with foreign suppliers
  23. Purchases to a supplier in a boycotting country: Iraq, Kuwait, Lebanon, Libya, Qatar, Saudi Arabia, Syria, United Arab Emirates.
  24. Charges for gasoline or other fuel
  25. Printing projects that exceed $10,000
  26. Copiers, copier parts, and copier consumables (University-wide contracts exist for these items)
  27. Office telephones and cellular phones (office telephones are allowed under direction of Telephone Services)

Purchasing and Payment Services

One Bear Place #97084
Waco, TX 76798

(254) 710-1561
Procurement_Services@baylor.edu
Purchasing Card
Travel Card
Travel
Contracts
Suppliers
Baylor BU Procurement & Payment Services Payments Card Programs Purchasing Card Authorized and Unauthorized Purchases
  • About
    Back
    • Our Approach
    • Contact Us
  • Purchasing
    Back
    • Buying Goods or Services
    • Buy & Pay Guide
    • Preferred and Contracted Suppliers
    • ITS Purchasing Guidelines
    • Catering
    • Floral Request Guidelines
      Back
      • Floral Request Form
  • Payments
    Back
    • Paying for Goods or Services
    • Card Programs
      Back
      • Purchasing Card
        Back
        • Purchasing Card Policy
        • Authorized and Unauthorized Purchases
        • Expensing P-Card Purchases
      • Travel Card
        Back
        • Travel Card Policy
        • Authorized and Unauthorized Purchases
        • Expensing Travel Card Purchases
        • Travel Card- Know Before You Go
      • Fuel Cards
      • Termination, Transfer, and Account Closure
      • Card Increase Form
      • FAQs
  • Travel
    Back
    • Booking Travel
      Back
      • Know Before You Go
      • Travel Management Companies
      • Travel Card
    • Preferred Suppliers
      Back
      • Charter Bus
      • Hotels
      • Rental Car
        Back
        • Enterprise and National
        • Hertz
    • Expenses
    • Travel and Business Expense Policy
    • Business Mileage Reimbursement
    • Travel FAQs
  • Contracts
    Back
    • The Contracting Process
  • Suppliers
    Back
    • Invoice Requirements
    • Prospective Suppliers
    • Supplier Diversity and Inclusion
  • Policies
  • Resources
    Back
    • Forms
    • Ignite Training
    • Tax Manual
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