PURPOSE OF THIS POLICY

Colorado State University maintains a Procurement Card (PCard) Program Handbook that provides operational requirements, procedures, training expectations, and allowable purchasing guidance for the PCard program. The Handbook is maintained by Procurement Services and may be updated as needed to support compliance with University fiscal rules and applicable regulations. All PCard participants are responsible for following the requirements outlined in the Handbook.

APPLICATION OF THIS POLICY

This handbook applies to employees and University affiliates who request, hold, approve, reconcile, or oversee Procurement Card use on behalf of the University.

EXEMPTIONS FROM THIS POLICY

None.

DEFINITIONS USED IN THIS POLICY

Approving Official: an individual with fiscal authority designated by a department to review and approve Procurement Card transactions and ensure purchases comply with University requirements.

Cardholder: a Colorado State University employee or authorized student employee issued a Procurement Card to make authorized purchases for official University business.

Custodial Procurement Card: a Procurement Card issued to a department rather than an individual and managed by an authorized custodian for use by multiple approved users.

Procurement Card (Pcard): a University-issued payment card used to make authorized small-dollar purchases directly from vendors for official University business.

Procurement Card Administrator: the Procurement Services staff member responsible for administering the Procurement Card Program, including issuing cards, providing guidance, and monitoring compliance.

Procurement Card Program: the University program administered by Procurement Services that governs the issuance, management, and oversight of Procurement Cards.

Reallocator: a departmental designee responsible for reviewing Procurement Card transactions, attaching required documentation, and assigning the appropriate account and object code in the University financial system.

Small-Dollar Purchase: a purchase within the authorized cardholder transaction limit and within the procurement thresholds established by university procurement rules.

Split Purchase: a purchase divided into multiple transactions to avoid transaction limits or procurement requirements.

Violation: use of a Procurement Card that does not comply with University policy, program requirements, procurement rules, or applicable laws.

POLICY STATEMENT

The University requires P-Card activity to follow this handbook. The handbook is maintained by Procurement Services and may be updated as needed.

POLICY PROVISIONS

• P-Cards are a privilege and require authorization before issuance and use.
• Required training must be completed before access is granted and as required for continued participation.
• P-Cards may be used only for allowable University business purchases.
• Cardholders must keep required documentation, including business purpose and itemized support.
• Transactions must be reconciled and approved within required timeframes.
• Cardholders must protect card information and report loss, theft, suspected fraud, or misuse promptly.
• Noncompliance may result in suspension/cancellation of card privileges and other corrective action as applicable.

COMPLIANCE WITH THIS POLICY

Compliance with this policy is required. Any questions regarding the policy or the handbook may be directed to Procurement Services.

REFERENCES

The PCard Program Handbook is available online from the Office of Procurement Services.

CSU Policy: Financial Rules
CSU Policy: Procurement Rules
CSU Policy: Supplier Evaluation Program
CSU Policy: Sustainable and Efficient Procurement
CSU Policy: Graphic Standards and Licensing
CSU System Policy: Fiscal Rules

APPROVALS

Effective October 4, 2013
Revision approved on March 21, 2017
Revision approved in March 2025
Revision approved by Brendan Hanlon, Vice President for University Operations, on July 12, 2026