PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Policy
PURPOSE:
Establish the requirements that must be followed by University of Kansas employees who are involved in the acquisition of goods and services utilizing a procurement card (p-card) from either the University of Kansas (KU) procurement card program or the University of Kansas Center for Research, Inc. (KUCR) procurement card program.
APPLIES TO:
The University of Kansas (KU) and University of Kansas Center for Research, Inc. (KUCR) p-card cardholders and all individuals involved in the p-card reconciliation process.
CAMPUS:
Edwards, Lawrence, Juniper Gardens, Parsons, Topeka, Yoder
POLICY STATEMENT:
The use of the procurement card (p-card) as a form of payment for goods and services for University business must comply with all applicable State of Kansas, University of Kansas (KU), or KU Center for Research, Inc. (KUCR) accounting and purchasing statutes, regulations, policies, procedures, guidelines, and processes.
The cardholder agrees to accept responsibility for the protection and proper use of the p-card in accordance with all terms and conditions in the p-card application.
KU p-cards are the property of the State of Kansas and KUCR p-cards are the property of KUCR. P-cards can only be used to purchase goods and services for the University of Kansas, not personal items. For correct procedures regarding when to use the p-card, please refer to the Procurement Matrix.
Cardholders are required to apply for a p-card, sign an agreement, and complete training in the proper use of the p-card, before the p-card will be issued.
To maintain usage of the p-card, cardholders must submit receipts and funding source information within five business days after the transaction or within five business days of returning from business travel. All cardholders must adhere to the applicable Procurement Card Procedures and Purchasing Procedures Manual in effect.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
Cardholders must pass a test to obtain a p-card. The test is administered following training in SuccessFactors. Existing cardholders may be required to retake the test as needed.
CONSEQUENCES:
Use of University p-cards contrary to this policy is prohibited and may subject the user to disciplinary action including, but not limited to, suspension of the user’s access to the University p-card.
CONTACT:
Procurement
purchasing@ku.edu
785-864-3790
Office of Research
kures_card@ku.edu
785-864-7775
APPROVED BY:
Chief Financial Officer and Vice Provost for Finance
APPROVED ON:
2019-04-26
EFFECTIVE ON:
2019-04-26
REVIEW CYCLE:
Annual (As Needed)
BACKGROUND:
The KU procurement card program is consistent with the purchasing authority granted by the 2010 Kansas Legislature in HB 2433.
The KUCR procurement card program was established in fiscal year 2000 for the procurement of research related goods and services.
RELATED STATUTES, REGULATIONS, AND/OR POLICIES:
KU:
Data Protection Privacy Notice - General Data Protection Regulation (GDPR)
E-commerce Policy
Institutional Conflict of Interest Policy
Procurement at the University of Kansas
KUCR:
KUCR Procurement Policy
KUCR Cost Accounting
RELATED PROCEDURES:
KU:
Purchasing Procedures Manual
Procurement Card Procedures
Procurement Matrix
KUCR:
KUCR Procurement Card Procedures
RELATED FORMS:
KU & KUCR:
KU and KUCR P-Card Application with Terms and Conditions
KU Form to Request Temporary Change
KUCR Form to Request Temporary Change
RELATED OTHER:
Kansas Open Records Act
Concur System User Guides
CHANGE HISTORY:
04/01/2025: Migration to TeamDynamix from Drupal.
05/30/2024: Replaced Purchasing Procedures Manual with Procurement Procedures
09/22/2023: Updated broken link.
02/10/2023: Updated broken link.
11/05/2020: Procurement Card Procedures link updated.
05/23/2019: New policy published in the Policy Library.