The IU Procurement Card (P-Card) is a credit card you will be able to check out in the Duty Office. Please limit purchases to less than $500. It is limited to a 24-hour check out.

Please tell the cashier that we are tax exempt when making a purchase. The tax exemption number is printed on the front of the card.

You must remember to keep all receipts and return them to the Duty Office along with the card. Please make sure the receipts are itemized, which means each item purchased is listed indvidually on the receipt so it is clear what you purchased.

You are liable for any spending done with the card from the time you receive it until the time you return it. Your liability is only lifted when you return the card and the receipt (or multiple receipts) to the appropriate entity and spending has been done in accordance with your proposal.

Common restrictions to the P-Card that you should keep in mind

• No alcohol

• No gift cards

• No plants or flowers

• No purchases from E-bay, Goodwill, Salvation Army or other thrift/secondhand stores

• No software

• No travel

• No Sam’s Club

Gift Cards
If you need to buy gift cards for any reason, please contact our assistant director and they will be able to help you obtain them. Please be sure to plan ahead as these take a while to order.

Considerations for Use of the P-Card

• Please ask the Student Services Coordinator to place online orders for you. You can e-mail links to CLLC@iu.edu once your proposal is approved by the board or council.

• If you are placing orders for food delivery in the evening, please try to do your ordering in advance from the Duty Office between 9 a.m. and 5 p.m. so the credit card can be promptly returned and made available to others who may need it.

• If you must check out the card overnight, please return it first thing (9 a.m.) in the morning, but no later than end of business day (5 p.m.) the following day.

• Ideally, unless you need the credit card for multiple purchases at various vendors, you will return the card within a few hours of check-out so someone else can use it later. We have MANY programs, but very few P-Cards, so please be prompt.

• We strongly advise that you NOT use your personal funds for Collins purchases. The reimbursement process will be more time-consuming and you may not receive a reimbursement for several weeks. Reimbursement is possible in an emergency situation but please try to plan ahead and check out a P-Card before shopping or ordering items for your program. If you do need reimbursement, it can only be offered if your proposal was approved before purchases were made AND you provide an itemized receipt. You cannot be reimbursed for tax.

Penalties for Misuse

• You MUST return all receipts in a timely fashion. If you lose or forget your receipt, you will be responsible for obtaining a copy or the original. You will have one week to bring the receipt to the Duty Office.

• If you lose a receipt and do not report it to the staff, you may lose P-Card privileges for the rest of the year.

• If you are late returning a credit card to the duty office and do not notify us, you may lose P-Card privileges for the rest of the year.

• If the credit card is lost or stolen while in your possession, please notify the staff as soon as possible. If you do not promptly notify staff of this, you will permanently lose all P-Card priviledges.

Travel and Guest Speakers

Trip-planning and hosting guest speakers are possible, but take advance planning. Please contact our our Student Services Coordinator at least one month in advance of the trip or guest visit and they will help you make arrangements. For larger scale projects or trips, reach out to our Assistant Director for budgetary and planning help.

Kroger

Use of personal rewards cards is prohibited when using a P-Card. In order to take advantage of discounts at Kroger, please enter the following alternate ID: 8128552223. That will give you the discount while giving awards benefits to the university.

Amazon

Amazon purchases should be made in advance with plenty of time before your program by the Student Services Coordinator. Do not use the P-Card with your personal Amazon account. IU has a contract with Amazon where we get discounts, tax exemption, and free shipping when the item is marked as Prime while we use our Amazon Business Account. If there is something you would like ordered from Amazon, please send cllc@iu.edu the link after your funding has been approved by the board or council.