The following requirements must be met before a P-Card will be issued:
P-Cards must be picked up in person in the Department of Procurement Services at 1135 Old Main. Photo identification is required.
Prior approval must be obtained in writing for the following purchases:
When using your P-Card, the vendor must be notified that Eastern Illinois University is exempt from sales tax, and the Tax-Exempt Number is printed on the P-Card.
Note: Not all states will honor EIU’s tax exempt status. Gas purchases are not exempt, and EIU is required to pay the excise tax on gas purchase. State, Local, and Occupancy taxes charged in connection with hotel rooms are also not exempt.
Receipts are required for all P-Card purchases and must include:
Cardholders and Approving Officials must use JPMorgan’s PaymentNet to review and approve transactions.
Cardholders have 14 calendar days to review their transactions, upload their documentation and assign the appropriate Organization and Account codes to each transaction.
Approvers have 7 calendar days after initial review by cardholders to review and approve the transactions they are responsible for approving.
Failure to meet the above deadlines may result in suspension of the Cardholder’s P-Card until the violating transactions are fully reviewed and approved.
NOTE: These deadlines will be shortened to allow for accurate Year-End Processing. All transactions with a Post Date of June 30 or before must be reviewed and approved immediately.
Receipts and any prior approvals must be uploaded to PaymentNet for each transaction.
P-Cards may only be used by the Cardholder named on the card. The sharing of P-Cards is prohibited.
Cardholders may not approve their own transactions, and Approving Officials may not be subordinates to Cardholders.
Cardholders may not save or let their vendor’s save their P-Card information for future use.
Exceptions: UPS CampusShip, EIU’s Amazon Business Account
P-Cards may not be used for On-Campus purchases (e.g., Bookstore, Panther Print & Copy Center, Food Court, etc.)
The following list of items are prohibited from purchase on P-Card. This list is not all inclusive. Contact PDCS for assistance in determining if a purchase is allowable on P-Card.
The following list of items are restricted from purchase on P-Card. This list is not all inclusive. If an exception is listed, it must be documented and included in the back-up documentation uploaded into PaymentNet. Contact PDCS for assistance in determining if a purchase is allowable on P-Card.
Additional items may be added to this list at the discretion of the individual department head or the Department of Procurement Services. Any exceptions must be submitted, in writing, by the Account Manager to a P-Card Administrator for approval prior to the purchase.
Exceptions to Prohibited and Restricted P-card Use:
1135 Old Main
600 Lincoln Avenue
Charleston, IL 61920
Hours: M-F 8 am - 4:30 pm
217-581-5313
Fax: 217-581-6015
purchase@eiu.edu