Restricted Usage

Restricted Vendors

Vendors are assigned a Merchant Category Code, or MCC, based on the type of business they operate. 

Using these classifications, the P-Card is restricted for use with certain types of vendors.  If the PCard is presented for payment to these vendors, authorization will be declined.

However, if a transaction within guidelines is declined, please call the Program Coordinator immediately to discuss the purchase. 

Also note that many vendors who operate within acceptable MCC’s may sell some items restricted from purchase using the P-Card.

The message here is, even though an approved vendor sells it does not always mean the Cardholder will be able to buy it.  Please reference the Restricted & Prohibited Items topic for a complete listing of restricted items.

If you believe your department has a unique purchasing need that cannot be met due to these restrictions, please contact the Program Coordinator prior to the purchase, as an exception may be approved.

Pyramiding

Another restricted use of the P-Card is called Pyramiding, which is the use of multiple card transactions to make a purchase that would otherwise exceed your procurement card per transaction limit. 

Pyramiding is not permitted.

For this discussion, important terms are transaction, transaction limit, and available credit.

To illustrate, here are two descriptions and examples of pyramiding:

First, is pyramiding charges, which is the use of multiple transactions to circumvent per transaction limits.

For example, someone with a $1,500 per transaction limit makes a purchase of $1,900 by requesting the vendor process one transaction for $1,500 and another transaction for $400, to circumvent the $1,500 per transaction limit.

Note that the practice of pyramiding is considered in play whether a transaction is for several items or just one item.

Second, pyramiding orders: is the use of multiple installment payments to circumvent a transaction limit. More specifically, pyramiding an order is a sequence of 3 behaviors:

1. First, the purchase of item(s) in excess of your transaction limit,
2. Second, spreading separate payments for the item(s) in amounts under the permitted per transaction limit,
3. over an interval of time. UA’s interval is 7 days.

For example, say a department has a $9,000 monthly available credit limit. If by making a $5000 purchase on the last day of the month, then an additional $5000 purchase on the second day of the next month, we are effectively spreading a $10,000 transaction over two billing cycles, in <7 days.

This is an example of pyramiding an order and is not permitted.

**Restricted/Prohibited Procurement Card Purchases And Activities **

Please contact Purchasing for assistance if you have a need that may not comply with this program.

Certain items from the “Restricted & Prohibited Items List” may be purchased through the ESM on-line ordering system and charged to the University Procurement Card. 

Visit the Department of Purchasing website for more information about the ESM on-line ordering system, including the current list of items available through the system.

Hazardous Chemicals & Bio Hazardous/Radioactive Materials Or Lab Chemicals

Hazardous Chemicals and Bio hazardous/Radioactive Materials, as defined in the Restricted Items List, are restricted from purchase with the P-Card;

Based on the criteria, the Department of Environmental & Occupational Health and Safety, or EOHS, makes the final determination if a chemical or material is considered hazardous and therefore excluded from the Procurement Card Program. 

Please note, EOHS needs to be notified of any permitted chemicals purchased using the P-Card.

You are strongly encouraged to consult with either EOHS or the P-Card Program Coordinator prior to purchasing chemicals with your P-Card;

It is important to understand that purchasing restricted chemicals, or the failure to report purchased chemicals to EOHS, may result in immediate suspension of your Procurement Card

Occasionally, mistakes happen and you realize that you need to reimburse the university for a particular transaction made using the Pcard.

• Submit the form and payment to the Cashier’s office for reimbursement of the transaction.
• Scan and upload a copy of the Deposit Form and the receipt number given to you by the cashier’s department, to WORKS as documentation for the reimbursement

Additional Information regarding Departmental Deposits:

Deposits can be submitted daily in Simmons Hall Room 106 depository or in the overnight depository located in the lobby by the front doors of Simmons Hall.  Once your deposit has been processed, a receipt will be sent to you by campus mail or email.  Please specify on your deposit if you would prefer to receive your receipt by email.

Departmental deposits that include checks are to be deposited within 48 hours from the time of receipt.

Checks should be made payable to "The University of Akron"