Pcard Start Up

Use the forms and information below to get started with application for a College credit card. For questions on this topic contact Purchasing and Payables.

Applying for a Pcard

Eligibility

Employees whose job responsibilities include business travel and/or purchasing goods and services.

Step 1 - Application (editable pdf) to be submitted with original signatures to Financial Services - Campus Box 409 or contact pcard@gettysburg.edu for DocuSign application.

Step 2 – Choose Pcard Type

  • Type I - Chip & PIN general purpose purchasing card in employee name
    • Low limit pcard - Fixed single transaction limit of $1000 and monthly limit of $5000
    • High limit option - Fixed single transaction limit of $5000 and monthly limit of $15,000
  • Type II - Chip & PIN travel card in employee name
    • Limited to transportation, lodging, dining, and most routine business travel expenses
    • Fixed single transaction limit of $2000 and monthly limit of $10,000
  • Type III - Chip & PIN special purpose card in an employee name
    • Declining balance card in an individual name to facilitate a particular trip or event
      • Term may not exceed 6 months.
  • Type IV - Chip & PIN vendor specific card
    • Card dedicated to payments to a particular vendor
      • Include vendor name and total monthly spend on pcard application
  • Type V - Chip & Signature department card
    • Fixed single transaction limit of $1000 and monthly limit of $3,000
    • To be issued in the name of a department or program
    • Convenience account for use by multiple individuals

Step 3 – Identify Pcard Management Roles

  • Cardholder – Individual responsible for pcard usage and compliance with all College expense policies and related financial reporting procedures.
  • Delegate – Individual named by the cardholder as their proxy for compliance with all College expense policies and financial reporting procedures.
  • Delegate/Card Manager – Individual named by department head responsible for pcard usage and compliance with all College expense policies and financial reporting procedures for a card issued in the name of a department or office.
  • Approver – Cardholder’s immediate supervisor authorizing card issuance and approving cardholder expenses.

Step 4 – Learn Pcard Requirements

  • Cardholders or their delegates must review/reconcile all pcard transactions in PNC’s Intellilink solution regularly. All transactions must be finalized by the close of business on the first business day of each month. Review/reconcile includes:
  • Correct allocation of GL codes
  • Entering a text memo explaining the business purpose for the expense
  • Uploading transaction receipt image for the expense

User basic training is available by contacting pcard@gettysburg.edu.

Step 5 – Acknowledge Pcard Specific Expense Restrictions

  • Purchasing cards may not be physically presented to a merchant for payment by any individual whose name is not embossed on the card.
  • Merchants may not be asked to split a transaction to circumvent the single transaction limit on the account.
  • Purchasing cards may not be used for charitable contributions other than benevolences, gift cards or gift certificates, fuel for an employee's personal vehicle, and any purchase that is both business and personal (typically combined at the point of sale such as personal preference travel upgrades or partner travel).
  • Purchasing cards issued in the name of a Department are for online, phone, or fax orders placed from campus and local Point-of-Sale use only.
  • The College has blocked card usage with some groups of VISA merchants for our own protection. Card transactions with vendors registered with VISA under the following classifications will be rejected at the point of sale:
    • Charitable, social, political organizations
    • Insurance payments
    • Real estate rental payments
    • Judicial fees and fines
    • Medical and legal services
    • Numerous Other Specialty/Consumer/Retail Merchants

Step 6 - Understand the College’s Expense Policy and the Pcard Usage and Policy