Guidelines for Purchasing Card Use

The purchasing card is to be used to purchase low dollar value items with the total amount of any individual purchase not to exceed the cardholder's specific spending limit. Certain exceptions apply in using the purchasing card. Examples of items that may not be purchased with the purchasing card include:
  • Alcoholic beverages
  • Ammunition/weapons
  • Cash Advances (ATM or other)
  • EBay Purchases
  • Meals while employee is in travel status (Employee will be reimbursed at per diem rates by submitting a travel voucher.)
  • Entertainment/hospitality/food
  • Flowers/Gifts
  • Gasoline/Fuel (must use credit card located in the state vehicle)
  • Hazardous Materials
  • Insurance
  • Leases
  • Legal services
  • Maintenance Contracts
  • Motor Vehicles
  • Non-business/personal items (ex. Kleenex, coffee, snacks, etc.)
  • On-line Auction Sites
  • Pay Pal purchases
  • Postage Stamps
  • Radioactive Materials
  • Shipping - Outbound from VCSU
  • Tax reportable services (1099) (ex. professional fees, repair services, labor, legal services, contracted services, honorariums, etc.)
  • This is not an all-inclusive list and can be changed at management's discretion. Check the online Purchasing Card General Policy for updates.
Examples of travel items that may be purchased with the purchasing card include:
  • Air Transportation
  • Hotel (Out of State - Actual Cost; In State - current rate and applicable taxes)
  • Workshop/Conference Registration
  • Car Rental
Note: VCSU departments may request, from the Purchasing Card Administrator, a waiver to remove the restriction on the purchase of the preceding items. The waiver or exception will be specific as to item(s) and as to cardholder. The waiver or exception is to be attached to the appropriate Purchasing Card Application and Use Agreement.