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.
Purchases from international suppliers, for both goods and services, should not be placed on the P-Card.
Authorized Uses
- Books/periodicals/magazines
- Business/group meals
- Catering orders with Approved Caterers under $2,500
- Aramark orders of any amount must be placed using the Marketplace catalog
- Conference registration fees (for self or on behalf of other employees)
- Emergency repairs
- Florists
- Professional dues & memberships (for self or on behalf of other employees)
- Shipping/freight/postage/couriers (imports that require customs must be preapproved by Baylor P2P team)
- Toll payments for Baylor owned or leased vehicles
Unauthorized Uses
- Consulting services
- Controlled substances or prescription drugs
- Firearms/ammunition
- Insurance policies and premiums
- Laboratory animals and animal-related purchases
- Legal services
- Gifts/Gift Cards refer to Tax Manual
- Gifts to students may have an unintended effect on their financial aid
- Personal expenses not related to Baylor business
- Radioactive and hazardous materials
- Real estate leases/purchases
- Recruiting/temporary hiring services
- Tax payments
- Trade contractors
- Travel expenses
- 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
- Software not approved by ITS
- Purchases which contain a contribution component
- Individual social and merchant memberships which include a potential personal Cardholder benefit, (for example: Baylor Club, Sam’s Club, Amazon Prime, or LinkedIn memberships)
- Capital Equipment (single item costing $5,000 or greater)
- Any drink or other consumable with alcohol
- Entertainment expenses
- Purchases with foreign suppliers
- Purchases to a supplier in a boycotting country: Iraq, Kuwait, Lebanon, Libya, Qatar, Saudi Arabia, Syria, United Arab Emirates.
- Charges for gasoline or other fuel
- Printing projects that exceed $10,000
- Copiers, copier parts, and copier consumables (University-wide contracts exist for these items)
- Office telephones and cellular phones (office telephones are allowed under direction of Telephone Services)