Pcard Guide



Click on the items with to retrieve additional information.

  • Advertising / Job Posting
    • Contact an Acquisition Manager prior to placing an order.
  • Licenses
    • Examples include but are not limited to medical, DEA, CPA, or state required licenses.
  • Alcohol
    • Purchases of all types at liquor or spirit stores are not allowable on the Pcard.
      Alcohol/spirits of any type are not allowable on the Pcard.
      Examples include but are not limited to beer, wine, spirits, cooking wine, etc.
  • Lodging
    • Examples include but are not limited to hotels, motels, dormitories, etc.
  • Ammunition
    • See Regents' Policy (3.1.12).
  • Memberships
    • All memberships, both institutional and individual, should be processed through HSC Accounts Payable and Financial Support Services at Norman.
  • Awards
    • Items not retained by the University are not allowable on the Pcard.
      Examples include but are not limited to framed certificates, plaques, trophies, etc.
  • Personal Expenses
    • Section 513- Approval of Personal Financial Transactions states, "Employees, whether faculty, staff or students, shall not approve any transaction that impacts themselves financially, whether directly or indirectly. This includes, but is not limited to, salary increases, special payments, travel, reimbursements, or other supplemental payments or non-cash fringe benefits. Such transactions shall only be approved in writing by a University employee who is in a greater level of institutional authority and who is completely independent from the individual receiving the benefit or reimbursement" (The University of Oklahoma Health Science Center Administrative Policies: Adopted 2-9-04).
  • Cash
    • Examples include but are not limited to money orders, wire transfers, travelers' checks, ATM withdraws, etc.
  • Postage Stamps
  • Certification/Accreditation
    • Examples include but are not limited to CME credits, CPR certification, medical certification, academic certification, etc.
  • Prepayment
    • Examples include but are not limited to phone cards and photo credits.
      Prepaid Conference Registrations may be allowable. See Conference Registrations for further information.
  • Construction/Renovation
    • Contact an Acquisition Manager for more information.
  • Printers
    • The University has a mandatory contract for copiers/printers. Please contact Printing Services.
  • Contracts/Agreements
    • Contracts/agreements are not allowable on the Pcard.
      Examples include but are not limited to third party shipping, installation, photography, etc.
      Contact an Acquisition Manager for more information.
  • Radioactive Materials
  • Domain Names
    • Domain names require additional review.
      A domain name is considered a rental which may include a contract or service agreement.
      Contact an Acquisition Manager for more information.
  • Recruitment/Promotional Items
    • Recruitment/promotional items are defined as items given away to participants or in an effort to recruit participants.
      Examples include but are not limited to key chains, stickers, magnets, pens, cups, T-shirts, hats, etc.
  • Employee Testing
    • Examples include but are not limited to academic exams, board exams, certification exams, eye exams, hearing tests, etc.
  • Rentals
    • Examples include but are not limited to cylinder rental, booth rental, equipment rental, storage unit rental, rental of mailing lists, etc.
      Contact an Acquisition Manager for more information.
  • Employee Training
    • Examples include but are not limited to academic courses, certification training, computer programming classes, CPR training, etc.
      Beware of events that may appear to be conferences but contain "course" or "training" in the registration information.
  • Royalties
  • Entertainment/Events
    • Examples include but are not limited to additional meals at conferences, banquets, DJ's, clowns, golf tournaments, musicians, concerts, movies, sporting events, theatre events, etc.
      Contact an Acquisition Manager for more information.
  • Services
    • Examples include but are not limited to alarm service, calibration, consulting services, embroidering, engraving, extermination services, framing, installation, labor, laminating, lawn services, pest control, photo-finishing, repairs, set-up fees, web/domain hosting, etc.
  • Firearms
    • See Regents' Policy (3.1.12).
  • Testing
    • See Employee Testing.
  • Food
    • Food is not allowable for human consumption.
      Examples of non-allowable food purchases include but are not limited to sandwiches, donuts, candy, individually bottled beverages, etc.
  • Third Party Shipping
    • See Shipping for more information.
  • Foreign Vendors
    • Payments to foreign vendors (including purchases shipped and/or billed from a foreign country) are not allowable transactions on the Pcard without prior approval from the Pcard Team. Questions relating to foreign vendors should be directed to Financial Support Services for Norman and the Accounts Payable Management Team for HSC.
  • Tobacco
  • Framing
    • This is a service and should not be paid on the Pcard.
      Contact an Acquisition Manager for more information.
  • Travel
    • Examples include but are not limited to airline tickets, bus tickets, car rentals, limousine service, taxi service, hotel lodging, etc.
  • Fuel
  • Tuition
    • See Employee Training.
  • Gift Cards/Gift Certificates
  • Warranties
    • Contact an Acquisition Manager for more information.
  • Gifts
    • Items not retained by the University are not allowable on the Pcard.
      Examples include but are not limited to awards, promotional items, trophies, framed certificates, greeting cards, etc.
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  • Greeting/Seasonal Cards
    • Greeting/Seasonal cards are not an allowable expense on the Pcard because they are considered gifts.
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  • Insurance
    • Insurance is not an allowable charge on the Pcard because it is a service and requires a contractual agreement.
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  • Internet Services
    • Examples include home or remote internet services.
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  • Labor/Maintenance/Repair
    • Examples of these types of services include but are not limited to auto maintenance, calibration, estimates, installation, measurement, etc.
      Contact an Acquisition Manager for more information.
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  • Late Fees
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  • Leases
    • See Rentals.
      Contact an Acquisition Manager for more information.
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