P Card Services

Unauthorized/ Prohibited Transactions

  • Agreements or Contracts - that must be signed by the University
  • Alabama State Sales Tax
  • Alcoholic Beverages – "Set Ups", Bartender, Corkage Fee, etc.
  • Appliances – microwaves, toasters, refrigerators, coffee makers, etc. for personal use.
  • Bars, Cocktail Lounges, Discotheques, etc.
  • Bus Charters
  • Car Rentals - without Proper Justification/Business Purpose
  • Cash Advances & Cash Refunds
  • Cellular Phones & Service
  • Coffee, cream, sugar, soft drinks, cups, napkins, etc. - when intended predominately for consumption by University employees, unless otherwise covered by entertainment guidelines
  • Computers NOT available on UA contract
  • Consulting or Contract Employee Services
  • Construction or Remodeling
  • Contributions / Donations
  • Decorations and Party Supplies
  • eBay purchases
  • Entertainment and Related Expenses - related to an employee's retirement reception, gift, etc. are NOT allowable.
  • Finance Charges
  • Gasoline (motor fuel)
  • Gifts and Prizes, Gift Certificates or Gift Cards - or other taxable expenses when not justified as benefiting the University
  • Golf Carts - or similar slow moving vehicles
  • Greeting / Holiday Cards
  • In-State Lodging - Not permitted on the Pcard for UA employees, because It is governed by state of Alabama per diem rates. UA students are excluded from this policy.
  • Insurance
  • Items for non-University purposes
  • Leases / Rentals - of Land & Property
  • Legal Services
  • Mailing Services
  • Maintenance or Service Agreements – Must be submitted to Purchasing on a Banner Requisition. Agreement must be submitted for review and signature.
  • Meals for University Travel
  • Medical Service
  • Money Orders
  • Moving Expenses
  • Party / Holiday Decorations and Supplies
  • Pagers
  • Parking Services
  • Personal Expenses / Purchases
  • Pre-Paid Cards – Gift Cards, Telephone Cards, etc.
  • Software License Agreements requiring a UA signature
  • Space Heaters except those preapproved. Contact the Energy Engineer at Ext. 8-8274.
  • Split Purchases to avoid the single transaction limit unless the items are available on University contracts.   A "split purchase" includes any action taken to "work around" or "bypass" the single transaction limits set on P-Cards. Splitting of purchases will not be tolerated, and may result in revocation of your card.
  • Telephone & Equipment Services
  • Temporary Labor Services
  • Visas for International Travel

Print this document