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@purdue.edu - 765.495.7703

From: Meghan Elizabeth Sarault <msaraul@purdue.edu>
Sent: Wednesday, August 20, 2025 4:24 PM
To: Zachary Daniel Sigafoes <zsigafoe@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.
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
Purdue Gift Policy (including gift cards): Click Here

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@purdue.edu OR knoy-creditcards@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

Let us know how we are doing: purdue.link/Tell-COE