[Me-indy-staff] Fw: Purchasing Card Guidelines Reminder

Mon Aug 25 16:18:21 EDT 2025

Hello team,

New year, similar procedures; please take a look at the policies, QRFs and reminders below in regard to the P-card system.

Kindly,

Zach Sigafoes - Executive Assistant
Purdue University in Indianapolis
SL 260S
723 West Michigan Street
Indianapolis, IN 46202
zsigafoe at purdue.edu<mailto:zsigafoe at purdue.edu> - 765.495.7703
[cid:745684cc-59ba-403f-86c6-dc6b9737e244]

________________________________
From: Meghan Elizabeth Sarault <msaraul at purdue.edu>
Sent: Wednesday, August 20, 2025 4:24 PM
To: Zachary Daniel Sigafoes <zsigafoe at purdue.edu>
Subject: Purchasing Card Guidelines Reminder

Dear Purdue Faculty and Staff,

As we head into the new semester, this is a reminder of the importance of following policies and procedures when using University-issued credit cards. Proper use is essential to ensure responsible management of University resources. Please note that improper or unauthorized use can result in disciplinary action, up to and including termination.

Key Reminders:

  *   Submit documentation within 3 days of the transaction using the Purdue Service Portal<https://service.purdue.edu/TDClient/32/Purdue/Home/>.

  *   PCard use is for official Purdue business only. They may not be used for personal purchases, faculty/staff travel, or any expenses not directly benefiting Purdue University.

  *   Unallowable Expenses Include (but are not limited to):

     *   Personal purchases of any kind

     *   Travel and entertainment expenses for faculty, staff, or students (except Study Abroad, Non-Employee Travel, or vehicle rentals)

     *   Alcoholic beverages

     *   Capital assets ($5,000+ with over one-year useful life)

     *   Purchases made via auctions or EBay (contact Procurement first)

     *   Splitting transactions to avoid limits

     *
Gifts (including gift cards)

Please review the full list of unallowable expenses in the attached PCard Manual.

Purchases from vendors available through Ariba should be sent to the center and should never be placed on your credit card. Examples of these vendors are below:

  *   Amazon

  *
Digi-Key Corp
  *
Indiana Oxygen
  *
Life Technologies
  *
Sigma-Aldrich Inc
  *
VWR Scientific Products (Avantor)
  *
B&H Photo
  *
Bio-Rad Laboratories
  *
Fastenal
  *
Fisher Scientific
  *
Grainger
  *
Kirby Risk
  *
McMaster Carr
  *
Medline Industries

Documentation Requirements:

  *   Hospitality charges require an attendee list for any event with less than 6 people

  *   Itemized Receipts are required for all purchases

  *   Approvals should be attached when necessary

  *   Provide a specific purpose/benefit to the project

     *   Provided reasoning listing only “Lab supplies” or anything similar is not descriptive enough and will be sent back for additional information

Additional Resources:

  *   Attached: PCard Policy Manual, Best Practices, and Quick Reference Guide (QRG) for submitting documents

  *   Purdue Hospitality Policy: Click Here<https://www.purdue.edu/policies/business-finance/iia1.html>

  *   Purdue Gift Policy (including gift cards): Click Here<https://www.purdue.edu/policies/ethics/iiib5.html>

Should you identify a suspicious charge or suspect fraud, please contact JP Morgan immediately using the number on the back of your card, and email engrpcard at purdue.edu OR knoy-creditcards at purdue.edu to initiate the appropriate internal process.

If you have any questions or need clarification, please don’t hesitate to reach out.

Thank you,

 Meghan Sarault

Purchasing Center Operations Supervisor

College of Engineering & Purdue Polytechnic Institute | Purdue University

o: (765)496-4721

 Chat with me via Microsoft Teams<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fchat%2F0%2F0%3Fusers%3Dmsaraul%40purdue.edu&data=05%7C02%7Cme-indy-staff%40ecn.purdue.edu%7Cb68b1e6eff7b48b7584c08dde41489c8%7C4130bd397c53419cb1e58758d6d63f21%7C1%7C0%7C638917499446915549%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=t9%2BAEQp2mCoXlXM0h4i7YIrqRV0VOb15ZQq1j3hjS4I%3D&reserved=0>

Let us know how we are doing: purdue.link/Tell-COE<https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fpurdue.link%2Ftell-COE&data=05%7C02%7Cme-indy-staff%40ecn.purdue.edu%7Cb68b1e6eff7b48b7584c08dde41489c8%7C4130bd397c53419cb1e58758d6d63f21%7C1%7C0%7C638917499446945794%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=QyJsnTog2PB1tvJxWi4FE07r0Dg193xNlGz75mkDn18%3D&reserved=0>

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