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Controller's Office
Santa Clara University

P-Card / T-Card Policy

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P-Card / T-Card Policy

By activating the card, you agree to the following:                                                                                                                 

  • I will refer to the job aid Verify Procurement Card Transactions (for P-card transactions), or the job aid Create Expense Report (for T-card transactions) and I agree to the terms and conditions of Santa Clara University’s Purchasing Card Program.

  • Whenever possible the Workday punchouts should be used to make supply purchases using the Workday requisition process. Workday punchouts are billed centrally and do not require a P-card. The P-card should not be used at Amazon, Blaisdell’s, Staples, Sehi, Dell, or Apple.

  • Use of P-Card is intended only for low-cost tangible items needed immediately.

  • Due to IRS reporting regulations, the P-Card should not be used for any service providers or independent contractors.

  • I understand that the University has implemented a two-card system and only valid purchasing card transactions are allowed on the Purchasing Card.  Please reference this guide for items allowed on your purchasing card. In addition, all technology purchases should continue to be coordinated through quotes@scu.edu. Technology purchases include all computing devices, computer peripherals, software, printers, ink, and toner.

  • I understand the items prohibited from purchase with this card and that I will be held personally responsible for unallowable purchases.    

  • I understand that splitting transactions to avoid my limit threshold is not allowed and is cause for card revocation.     

  • I understand that the cardholder is responsible for reconciling all transactions on a timely basis but no later than 45 days after the date of the transaction. Any transaction dispute and/or reconciliation problem is between the cardholder and the supplier and/or Bank of America. 

  • I understand that all transactions must be for the use and benefit of SCU. Incidental personal items included as part of another transaction or transactions due to inadvertent use must be indicated as so on the Expense Report (T-card) or Procurement Card Verification (P-Card). I agree to reimburse SCU for Personal Expenses within one week of the transaction date.

  • I understand that non-adherence to any of the terms and conditions of the Purchasing Card agreement will result in suspension or revocation of individual cardholder privileges.

  • I understand that any fraudulent use of the card by me will be subject to disciplinary action up to and including termination. 

  • Should my employment with Santa Clara University cease for any reason, I agree to return the card.