How Should I Use My RF PCard?

On this page:

All purchases are limited to official use and must be made in a reasonable, rational, cost effective manner. To be allowable and allocable, the purchase must be related to the program purpose or grant.

PCard Audit

All pcard activity is subject to periodic audit to monitor compliance with policies and procedures governing this program. Improper use could lead to suspension of privileges.

Tracking Your Expenses

Cardholders use a monthly transaction summary log sheet to record their activity and document the business purpose of the purchase. All original receipts and supporting documentation is kept with the summary log sheet. 

What Can I Purchase?

Allowability will be established by Sponsored Projects Services and is specific to your project/task/award. All grant compliance questions should be directed to the Award Analyst in Sponsored Projects Services.

Templates are a collaboration of efforts between the PCard office and Sponsored Projects Services. Each time a new account is listed on a monthly summary or is indicated on a maintenance form, a template is assigned and sent to you.

During your initial training, when you get your RF PCard, you will receive a template of allowable items that you can purchase.

What is Restricted?

Restricted purchases are the same for all accounts and are included at the bottom of each template.

  • Travel/entertainment (airline, ground transportation, car rental, parking, lodging, restaurant, meals, catering, etc.).
  • Subject fees
  • Gifts/gift certificates/gift cards
  • Controlled substances requiring a DEA license, live animals, radioactive materials, specialty gases/cylinder rentals, medical services, weapons/ammunition
  • Any material, agent, or toxin identified as a Select Agent or Toxin by U.S. Government regulations.
  • Personal celebrations and gifts of sentiment (birthdays, retirements) flowers, cards
  • Food purchases for employees or staff meetings
  • Purchases requiring a signature from an authorized representative of the university
  • When a written agreement needs to be signed by a representative of the university
  • Leases, maintenance agreements, long-term rentals (1 year or longer)
  • Professional services, consultant fees
  • Employee/staff morale and recognition items
  • Personal use
  • Alcoholic beverages, coffee service, etc.
  • Orders exceeding the $2,500 limit (do not split-order)
  • Fuel for privately owned vehicles or rentals
  • Employee relocation expenses
  • Unapproved trademark items
  • Insurance
  • Cash advances, cash back on purchases, cash refunds on returns
  • Donations

How Can I Protect the Account from Unauthorized Use?

  • Keep the card secure
  • Review your account activity regularly
  • Use only reputable suppliers and secure websites
  • Do not email the credit card number
  • Do not share the card
  • Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message

Do not share your card.

Read more recommendations from knowledgeable sources:

What is PCard Misuse?

The Procurement Card Program is not intended to circumvent other required methods and processes. Splitting a single order into multiple orders to evade the transaction limit is contrary to guidelines and should not be done. Cardholders may be extended temporary transaction limit increases based upon need.  Contact Procurement Card Administration for assistance.

Contact an Expert

Valerie Dennis.

Valerie Dennis

Asset Management, Card Programs and eProcurement

Financial Management

Phone: 716-645-2604


Ragland, Kevin.

Kevin Ragland

Procurement Card Administration, Financial Management

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