Procurement Card User Manual

1.1 P-Card Program and ActivePay

The Procurement Card (P-Card) Program is designed to provide a convenient and efficient method of purchasing and paying for small-dollar transactions while maintaining compliance with RIT’s purchasing policies. The program is administered by the Procurement Services Department within the Controller’s Office. The Procurement Card Manual provides policies, procedures, and guidance for cardholders and approvers. Updates to the manual are posted on the Controller’s Office website, and cardholders will be notified of any significant changes to program requirements.

ActivePay is the internet reporting system provided by PNC that allows cardholders to view and reconcile daily card transactions and manage their activity. Detailed instructions for using Activepay can be found below.

ActiveyPay Cardholder Guide

1.2 Support and Questions

Procurement Card Administrator (PCA): Employee within the Controller’s Office responsible for managing the VISA Procurement Card program and answering questions regarding card use.

RIT Service Center (RSC): Primary point of contact for questions, support, and forms related to the program. Requests such as limit increases, cancellations, or new card applications should be submitted via the request form below. The RSC can be contacted at (585) 475-5000, or by visiting help@rit.edu.

All P-Card requests should be submitted through the RIT Service Center order guide: PNC Travel and P-Card Requests. Select "Procurement Card (P-Card)" when prompted, then choose the appropriate request option in the "Select a request" field. Available requests include:

• Apply for an Individual P-Card
• Apply for a Department P-Card
• Request a Replacement P-Card
• P-Card Cancellation
• P-Card Limit Change
• P-Card Cardholder Change
• P-Card Name Change
• P-Card Proxy Change
• P-Card Default Account Number Change
• P-Card Add Account Combination to ActivePay
• P-Card International Purchase Restriction Release
• PNC Cardholder Unable to Login to PNC ActivPay Portal

For Merchant Category Code (MCC) Issues: Submit a ticket in the RSC via this form: Report an Issue / Ask a Question.

2.1 About the Procurement Card

The RIT Procurement Card is a VISA credit card issued through PNC Bank. Although the card may display your name or department, all charges are paid directly by RIT.

• Use is limited to official RIT business purchases only; personal use is strictly prohibited.
• Compliance: Cardholders must follow all RIT Procurement Policies (see the Procurement Services Office website).

2.2 Program Benefits

The P-Card streamlines small-dollar purchases, supporting RIT’s operating needs while following sound procurement practices. Benefits include:

• Faster purchasing and payment cycle with easier budget tracking
• Automatic application of RIT’s sales tax exemption
• No purchase order required
• Quicker delivery of orders
• Direct supplier contact
• Delivery to your chosen location
• Suppliers are paid within three business days by VISA
• No invoices or checks to process

2.3 Travel Restriction

The P-Card may not be used for travel expenses such as airfare, hotels, car rentals, or travel-related meals/hospitality. Use the RIT or NTID PNC Travel Card for these expenses. Refer to the Travel & Expenses Policies.

2.4 Digital Subscriptions, Software, and Apps

Monthly or low-cost digital products may still pose risks to the University. Cardholders must:

• Understand all terms and conditions accepted on behalf of RIT
• Assess security and data storage risks
• Submit the Procurement Card Purchase of Software or Digital Subscription request in the RIT Service Center for all new or renewed purchases.
  • Requests are reviewed by the Information Security Office (ISO) and Office of Legal Affairs (OLA).
  • Once you submit the form, you may proceed immediately with the purchase.
  • If issues arise, ISO or OLA will contact you directly.
• Review this related RSC knowledge article for FAQs and details.

2.5 Amazon Business

Participation in RIT’s Amazon Business Program requires payment with a P-Card.

• Use is limited to official RIT business purchases.
• Personal use is strictly prohibited and will result in termination of P-Card privileges.
• To request access, submit an RIT Amazon Business Group Access request.

2.6 Conflict of Interest

Before making a purchase, cardholders must determine if the supplier has a personal or family relationship with an RIT employee. Such relationships may create conflict of interest or appearance of bias.

• If a relationship exists, report it to Procurement Services for review and resolution.
• Refer to the Procurement Services Office Manual (Section 3.2) for details.

2.7 Permitted Purchases

Examples of allowable purchases include, but are not limited to:

• Office supplies
• Memberships, subscriptions, and professional dues
• Conference and seminar registrations
• Software and digital applications may be purchased after the Procurement Card Purchase of Software or Digital Subscription form is completed and submitted.
• Non-Capital Equipment and Supplies Under $5,000

2.8 Prohibited Purchases

The following transactions are NOT allowed using a Procurement Card:

• Goods above $5,000 USD: These high-value transactions might meet the definition of capital equipment requiring capitalization and therefore require a different procurement process.
• Services due to insurance and indemnification requirements.
• Multiple or recurring payments to a supplier above the PSO Competitive Bid thresholds: Please review the competitive procurement policy.
• All expenses outlined as unallowable in the University’s Discretionary Expenditures Policy: Please review the discretionary spend policy.
• Leases
• RIT-Branded Goods: Unless using an approved licensed vendor.
• Event Registrations between two RIT departments, use chargeback entries
• Gift Certificates in lieu of payment for services
• Hazardous materials unless an Authorized Hazardous Materials Purchaser
• All Apple products
• Travel-related expenses (see above)
• Purchases made through PayPal, Venmo, or other third-party payment services
• Personal purchases of any kind

3.1 Approval Criteria

The Procurement Card is issued only when there is a demonstrated business need. Supervisors, department heads, and Procurement Services review applications to ensure that the Procurement Card is the most appropriate purchasing tool for the departmental needs.

3.2 Application Form

Complete the PNC Procurement Card Application for a new individual or new department P-Card through the RIT Service Center (RSC). Required fields include:

• Cardholder information (name, department, supervisor)
• Business justification for the card (frequency, typical transaction amount, types of purchases)
• Default general ledger (GL) account information

3.3 Justification Requirements

Applicants must explain:

• Why is the Procurement Card needed
• Types of purchases to be made
• Expected frequency of use
• Average dollar amount of purchases

3.4 Approval Routing

Applications are routed through the RIT Service Center:

• First to Procurement Services for review.
• Then to the appropriate approving supervisor, typically the individual with signature authority for the department account.
• If the prospective cardholder is the signature authority, their immediate supervisor will approve the application.

3.5 General Ledger Default Account

Each card must be linked to a default 24-digit general ledger account. For cards associated with grants and contracts, applications must be routed through Sponsored Programs Accounting for account validation.

3.6 Cardholder Agreement

Cardholders must review and accept the PNC Bank Procurement Card Program Cardholder Agreement before the application is processed. A signed copy must be attached to the RIT Service Center request.

3.7 Processing Timeline

Once all approvals and the agreement form are received, the Procurement Card Administrator (PCA) will submit the application to PNC Bank.

3.8 Card Delivery

New cards arrive at the Controller’s Office in approximately 5–10 business days. The PCA will notify you and arrange delivery via RIT interoffice mail.

4.1 Authorization & Approval

Spending limits for each card are established by the cardholder’s supervisor or department head in consultation with Procurement Services. Procurement Services makes the final determination of each card’s spending limit.

4.2 Standard Limits

Unless otherwise approved, standard Procurement Card limits are:

• $1,500 per transaction
• $2,500 per month

Higher limits may be requested with appropriate justification.

4.3 Temporary Limit Increases

Cardholders may request a temporary limit increase using the P-Card Limit Change request form through the RIT Service Center. Requests are routed to the department head or appropriate signature authority and must include:

• Business purpose
• Item being purchased
• Limit to be increased (single transaction or monthly)
• Duration of increase
• Cardholder name and last four digits of the card

4.4 Managing Credit

Cardholders are responsible for monitoring their available credit using ActivePay.

4.5 Frequent Increases

If temporary limit increases are requested repeatedly, Procurement Services may recommend a permanent adjustment. Cardholders are also encouraged to proactively review their current single transaction and monthly limits and request a permanent increase to avoid delays in future purchasing needs.

4.6 Annual Review

As part of the annual review process, the Controller’s Office will send department managers a list of current Procurement Cardholders, limits, and account assignments. Departments may request adjustments at that time.

5.1 How to Make a Purchase

Identify the item to be purchased

• Confirm that it is for official university business and that it is allowable under program rules.
• For Digital Subscriptions, Software, and Apps review section 2 above.

Pay with Your P-Card

• Select the card linked to the correct general ledger account for the purchase.

Provide Supplier Information

• Your name (as an RIT employee)
• P-Card number and expiration date
• RIT tax-exempt number (on your card)
• CVV/CVC (3-digit number on back of card) if requested
• Campus delivery address (building and room)
• Ask the supplier to mark “VC” (Visa Card) on the shipping label

Sales Tax Exemption

RIT is sales tax exempt. Provide RIT’s tax-exempt number to the supplier to avoid being charged sales tax. If a supplier requests a certificate, download it from the Controller’s Office website.

Track Purchases

Keep a record of:

• Account number if different from default
• Business purpose
• Date received
• Order date and recipient
• Supplier, item description, quantity, unit price, total amount including shipping

5.2 Receiving & Verifying Orders

When goods or services are received, cardholders must:

• Verify the Order: Check that the supplier delivered all items correctly and in the proper quantity.
• Confirm Charges: Ensure the supplier charged the correct amount and did not apply sales tax. Contact the supplier directly if there is an error.
• Keep Documentation:
  • Retain an invoice or sales receipt for every delivery or purchase
  • Provide these documents with your monthly cardholder statement to the authorized approver.
  • After the Monthly Statement Certification is signed (including the second approver, if applicable), scan and submit the monthly statement, original receipts, and signed certification to the Procurement Card Administrator (PCA).

5.3 PNC ActivePay Reports

Cardholders are responsible for reviewing transaction reports in ActivePay. Useful reports include:

• RIT Transaction Details Report
• Cardholder Expense Log
• PDF transaction export

In ActivePay go to Report Studio > Company Reports > RIT Transaction Details or Standard Reports > Expense Log. Notes entered in the Transaction Management Screen appear on both reports.

• Export reports as PDF for Monthly Procurement Card Reconciliation; no need to write business purpose on each receipt.

6.1 Default Account

All P-Card transactions are automatically charged to the default 24-digit general ledger account listed on the card application. Cardholders may change the account in the PNC ActivePay System during the month before transactions are posted to the general ledger.

6.2 Posting to General Ledger

Accounting downloads transaction data from PNC and posts it to the Oracle General Ledger via a journal entry, following the Procurement Card Schedule on the Controller’s Office website.

6.3 No Changes Made

If no account number changes are made in PNC ActivePay, all transactions for the period are posted to the default 24-digit account.

6.4 Reviewing Transactions

When reviewing your monthly department statement, detailed financial reports, or the general ledger online, you will see individual transactions posted to the appropriate account number.

6.5 Correcting Posted Transactions

If account changes were not made before posting, submit a journal entry in the Oracle general ledger. If you lack access, submit the following request through the RSC: RIT Request to Add Oracle Responsibilities.

6.6 Reference Guide

For detailed instructions, see the PNC ActivePay Transaction Management Guide for Cardholders and Approvers.

7.1 Statement Reconciliation

Obtain Your Statement

• Print or download from PNC ActivePay at the beginning of each month; emailed or mailed copies may also be received.
• Statements are for recordkeeping; RIT pays PNC directly.

Reconciliation Timeline

• Verify transactions and submit the reconciled statement within ~2 weeks of the statement date.
• Refer to the Procurement Card Schedule on the Controller’s Office website.

Gather Documentation

• Collect all invoices and receipts; match them to statement charges in order.

Document Business Purpose

• Include who, what, and why for each purchase.
• Can be entered in ActivePay throughout the month.

Hospitality & Alcohol

• Indicate alcohol consumption; document amount and use object code 79050 if applicable.
• Mark “No Alcohol” if none was served.

Gifts

Use this order guide in the RSC to assist you in submitting the details of gifts given to the Tax Department for tax reporting purposes.

Statement Certification

• Include the Monthly Statement Certification signed by:
  • Cardholder
  • First approver (one management level above, with signature authority)
  • Second approver if required (department cards or first approver participated in purchase)

Department Cards

• Always require a second approver, one level above the first.

7.2 Statement Submission

Submission

• Retain original statement, certification, and supporting documents.
• Submit electronically to pcard@rit.edu in this order: Certification → Statement → Expense Log/Report → Receipts.
• File naming format:
  
  LastName_FirstName_Last4Digits_Month
   
• Example statement filename: Controller_Dept_3199_May19

Record Retention

• Keep documentation for current and previous fiscal year; all records maintained electronically for nine fiscal years.

Receipt Matching Tips

• Match by transaction date and vendor; verify partial shipments and totals.
• Note billing errors and follow Disputing a Charge procedure.
• Contact suppliers for sales tax refunds, document efforts.
• If no receipt exists, mark “NR” and attach a memo explaining the purchase.

7.3 Compliance & Audit

Compliance Review

• Accounting ensures:
  • Certification is signed by required parties
  • Receipts/invoices are included and ordered correctly
  • No sales tax charged
  • Business purpose documented
  • Alcohol and gifts properly accounted for
  • Discretionary Expenditures Policy followed

Tracking & Non-Compliance

• Accounting tracks submission dates; late or incomplete packages may result in suspension of card privileges.
• Notifications sent for missing business purpose, incomplete Gifts Forms, personal purchases, or missing signatures.
• Repeated non-compliance (3 months in a row or 3 instances in 6 months) may lead to card cancellation.

Audits

• Periodic audits ensure items were received and all policies and procedures followed.

8.1 Cardholder Responsibilities:

Compliance

All purchases must comply with university purchasing policies and procedures as outlined in this Guide.

Authorized Use Only

The RIT Procurement Card is for RIT-approved business use only. Personal use is strictly prohibited and may result in card revocation, termination of employment, and legal action.

Eligibility

Only designated University employees may obtain a procurement card, with approval from their supervisor or an individual with appropriate signature authority.

Cardholder Agreement

• Cardholders must accept the RIT Cardholder Agreement before receiving a card, acknowledging that all expenditures are subject to review and audit.
• RIT may revoke a card at any time for inappropriate or fraudulent use, which may also result in termination and legal action.

Monthly Statement Submission

Cardholders must electronically submit their monthly statement with supporting documentation and the signed Monthly Statement Certification to Accounting by the due date. Department cards require a second approver.

Card Security

Cardholders must keep the card always secure.

Confidentiality

Cardholders must treat supplier pricing information as proprietary.

Department Reassignment or Termination

• The cardholder or department must notify the PCA immediately of any employment or departmental reassignment by submitting the P-Card Cardholder Change request.
• When a department cardholder leaves RIT or transfers to another department, their card may be reassigned to a new cardholder. The new cardholder must complete and sign the RIT Cardholder Agreement form in advance and attach it to the submission to ensure proper authorization and compliance.

Individual Reassignment or Termination

• If a P-Card needs to be canceled due to the cardholder’s departure from RIT, submit a P-Card Cancellation request through the RIT Service Center.
• Once the request is received, the PCA will cancel the card immediately. The departing cardholder or department must destroy the physical card to prevent unauthorized use.

8.2 Approver Responsibilities

To maintain the integrity of the RIT Procurement Card Program, approvers must understand and fulfill their responsibilities.

Transaction Review

Approvers must review all card transactions to ensure they are for RIT-approved business purposes and comply with university purchasing policies and this Guide.

Statement Submission

Ensure the cardholder submits their monthly statement, along with all supporting documentation and the Monthly Statement Certification (signed by both the cardholder and the approver), to Accounting by the due date.

Audit Awareness

Be aware that all card transactions are subject to periodic review or audit to ensure compliance with internal and external policies.

Conflict of Interest

Consider whether the supplier has a personal or familial relationship with an RIT employee, which may compromise the competitive process. If a potential conflict exists, identify the employee and relationship, and report it to Procurement Services for resolution. See Procurement Services Manual, Section 3.2.

Cardholder Separation or Reassignment

Ensure that all procurement card purchases cease immediately if a cardholder separates from RIT or is reassigned to another department.

8.3 Accountability for Misuse

Cardholders and approvers must adhere to all program requirements. Misuse of the Procurement Card may result in serious consequences, including the following:

Consequences of Misuse

• Suspension or cancellation of cardholder privileges
• Termination of employment and/or legal action
• Disciplinary action for approvers if oversight negligence is determined

Examples of Misuse

• Using the card for personal purchases
• Allowing use by anyone other than the assigned cardholder (except department cards)
• Purchasing capital equipment (≥$5,000 or ≥1-year useful life) without prior approval from Procurement Services and Property Accounting
• Failing to review and submit monthly statements with required documentation within the specified timeframe
• Using the card after suspension or termination

1. Identify Errors

Billing errors can occur, such as:

• Incorrect charges or amounts
• Charges for goods or services not received
• Unprocessed credits
• Fraudulent charges
• Remember, suppliers may not be able to bill until an order is ready for shipment.

2. Resolve with Supplier

Contact the supplier immediately to report any incorrect charges. Most issues can be resolved by requesting credit, which should appear in your next statement.

3. Dispute Unresolved Charges

If the supplier cannot resolve the issue, you must dispute the charge within 60 days of the statement date:

• Complete the PNC Billing Inquiry/Dispute form and sign as the Primary Cardholder. The PCA signature is not required.
• Submit the form to PNC via:
  • Mail: PNC Bank, PO Box 2859, Kalamazoo, MI 49003-2859
  • Fax: 269-973-1688
  • Email: billinginquiries@pnc.com

Attach a copy of the signed form to your procurement statement packet to indicate a disputed charge.

Report and Request Replacement

If your PNC Procurement Card is lost or stolen, submit a request for a replacement through the RIT Service Center using the Request a Replacement P-Card form.

After-Hours Reporting

If your card is lost or stolen after business hours or on weekends, immediately call PNC Customer Service at 1-800-685-4039 to report it. PNC will cancel your card. Then, on the next business day, notify the Procurement Card Administrator (PCA) by submitting the Request a Replacement P-Card form through the RIT Service Center.

Replacement Card Issuance

The PCA will request a new card from PNC and notify you upon receipt.

Automatic Renewal

PNC will automatically mail a replacement card to the Controller's Office when your card is due for renewal. The Procurement Card Administrator (PCA) will notify you upon receipt.

Card Cancellation

To cancel your card, destroy the card and submit a request through the RIT Service Center using the P-Card Cancellation form. Provide a reason for cancellation so the card can be deactivated promptly.

View Procurement Card FAQs in the RSC

ActivePay is an online reporting system provided by PNC that gives authorized cardholders access to their daily card transactions. Cardholders can also change the default 24-digit account number online before transactions are posted to the Oracle general ledger.

Authorized Business Expenditure refers to purchases made strictly for official RIT business. Only these types of transactions are permitted on the procurement card.

Authorized Signature Authority is the individual who has signature authority for the department charged on the procurement card. This person may or may not be the cardholder’s direct supervisor.

Authorized Hazardous Material Purchasers are individuals approved by their College’s Dean’s Office or the RIT Environmental Health and Safety (EH&S) Office to purchase hazardous materials. Each purchaser must complete the required Authorized Hazardous Materials Purchaser training and complete the Hazardous Materials Purchasing section of the PNC Procurement Cardholder Agreement. Detailed information about this authorization process, including associated forms and training, is available on the EH&S website.

A Billing Cycle is a 30-day period from the last business day of one month to the last business day of the next month, during which purchases are made and reported to the bank for payment.

The Business Purpose of a transaction is the explanation of why the purchase was made and includes details on who was involved, what was purchased, and why the expense was incurred.

Capital Equipment (Fixed Assets) refers to individual items with a unit cost of $5,000 or more and an expected useful life of more than one year.

The Cardholder is the RIT employee issued a VISA Procurement Card and authorized to make purchases in accordance with RIT policy. The cardholder’s name appears on the card.

Corporate Liability indicates that RIT assumes responsibility for all procurement card transactions, making a single payment to PNC for the balance of all cardholders.

The Default Account Number is the 24-digit account number assigned to each card, where all transactions are initially billed in the general ledger.

A Department Card is issued in the department’s name and may be used by any authorized department employee. The card is maintained by one key person within the department.

The Employee Profile contains detailed information about the cardholder, including address, phone number, UID, email, card number, single transaction limit, monthly spend limit, and RIT default account number.

An Individual Card Statement is a monthly record of all transactions made by the cardholder within a billing cycle. PNC mails this statement to the cardholder each month.

A Journal Entry is the mechanism used to record or adjust transaction information that has already been posted to the Oracle general ledger.

A Merchant or Supplier is a company or store that sells goods or services and accepts VISA cards as payment.

A Merchant Category Code (MCC) is a four-digit number assigned to a business by the credit card company to identify the type of goods or services the merchant provides.

The Transaction Limit (Monthly) is the maximum total amount that may be spent during a single billing cycle. The limit resets to zero at the start of each new cycle.

The Transaction Limit (Single) is the maximum amount that can be spent on any single purchase.

PNC is the financial institution that provides RIT’s VISA cards.

A Procurement Card is a corporate liability charge card billed directly to VISA, used for official University purchases.

The Procurement Card Administrator (PCA) is an employee of the Controller’s Office responsible for managing the Procurement Card Program and answering questions regarding card use.

A card Proxy is someone you authorize to manage transactions online, including reviewing purchases, submitting documentation, and ensuring compliance. The cardholder remains responsible for all transactions

A Transaction is each individual purchase made with the procurement card. All transactions for a card appear on the corresponding cardholder’s statement.