Card (also known as "PCard") is a Visa issued to a named individual,
with the University indicated as the corporate buyer. The University
awarded the bid to administer the Procurement Card Program to JPMorganChase (referred to simply as “the Bank” throughout the
remainder of this site).
The PCard can
be distributed to Shawnee State faculty and staff, and it allows the
cardholder to charge work-related expenses directly to the
appropriate university account.
The card may not be issued to student employees.
The PCard may
be used for official university business purposes only, and all
purchases must comply with Shawnee State University policies and
Cardholder applicants must attend a
mandatory training session and sign a
Cardholder Agreement form before receiving a card.
Further information is available in
the PCard Manual, which is issued to each cardholder and available
on this site.
A cardholder must comply with all
applicable policies and procedures to retain use of the card.
Primary benefits of the PCard program:
The PCard can be used to
make authorized purchases anywhere Visa is accepted.
The need for purchase orders and Request for
Payments is greatly reduced.
The processing and archival of paperwork is
Postage and mailing costs are reduced.
Orders for goods and services can be made in
person; by phone, fax, or mail; or on the internet.
Goods can be purchased and received in a more
Payments to vendors are expedited.
Card users have opportunities for discounts
on internet orders.
The PCard eliminates much of the administrative
work and delays associated with processing small-dollar purchases,
resulting in substantial benefits to employees, the University, and
our suppliers. Cardholders are empowered to obtain certain goods and
services much faster and easier than before. Paperwork and
processing in the cardholder’s department and in the purchasing and
accounting department is sharply reduced. The cycle times for
acquisition, payment, and reimbursement is shortened or eliminated.
These efficiencies allow all groups and individuals involved to be
more effective. The Shawnee State PCard program delegates
appropriate authority to purchases these small-dollar items directly
to the person to whom it matters most—you, the user.
From an accounting and purchasing viewpoint, the
purchasing card has good control, reporting, and data interface
features, which allow us to reduce overhead costs. In addition, our
suppliers benefit as they get paid in 2 to 3 days and do not have to
prepare, send, and track invoices, or wait 30 to 45 days for
IMPORTANT! Personal purchases may not be made with
the PCard, even if your intent is to reimburse the University.
Personal purchases made with the card may subject you to PCard
sanctions and may result in appropriate discipline in accordance
with Shawnee State University policies or applicable collective bargaining agreements.