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Purchasing Card Overview


Using a Purchasing Card (P-Card) allows employees to obtain goods and services more efficiently, reduces paperwork and processing time for departments, and provides cost savings through consolidated payments by the Purchasing department.  The P-Card allows the buyer of goods and services to contact vendors directly, including making in-person, telephone, and on-line purchases.  Purchases can be made for most items costing less than $1,500 with merchants that accept MasterCard.  P-Cards are not intended to replace all methods of purchasing, rather to complement the existing purchasing processes.


Card Ownership And Usage:

  • Purchasing Card User's Guide (PDF)
  • Contract employees of Weber State University are eligible to be a cardholder
  • All purchases are for Weber State University business only
  • P-Card must be kept secure.  Lost or stolen cards must be reported immediately to the issuing bank (1-800-316-6056) and to the Purchasing Card Coordinator (801) 626-7113.
  • The P-Card is non-transferrable and cannot be used by anyone other than the cardholder
  • Each transaction must be properly documented
  • Monthly statements must be kept on file for 6 years and signed by the cardholder, supervisor and reconciler.
  • Initial training is done in-person.
  • All P-Cards are subject to annual audits by Internal Audit.

Card Authorization

  • P-Cards cannot be used to purchase items that exceed the single transaction limit or items on the Restricted Items list.
  • P-Cards can be authorized for Purchases Only, Travel Only, or for Purchases AND Travel. Authorization is granted by immediate supervisor.

Card Limits - Standard* limits are established as follows:

  • Purchases - $1,500 per single transaction, $7,000 monthly limit
  • Travel - $7,000 per single transaction, $7,000 monthly limit
  • ATM - Only authorized for foreign and/or group (student) travel and must be pre-approved in writing by the appropriate Vice President.

*Lower limits can be established by direction of employee's supervisor.  Higher limits must be approved by the supervisor and Director of Purchasing.  A written request by the supervisor for higher limits must be submitted to the Purchasing Card Coordinator.


Obtaining a P-Card

  • The Purchasing Card Application (P-Card) is available via the eWeber portal Purchasing Card Request app. New P-Card applications require approval from the requester's supervisor, Accounting Services, and Purchasing. Once a P-Card application has been submitted, the requester's supervisor will be notified via email. The supervisor's email will have a link to the Purchasing Card Request app to update the P-Card's Index/FOAPAL, select whether the P-Card is for purchasing, travel or both and approve the application. 
  • Training:  Once the P-Card application has gone through the appropriate approvals, a new P-Card will be ordered and an appointment for P-Card/Travel training will be sent via WSU Faculty/Staff email.  Cardholders are required to complete training and to sign a Cardholder Agreement Form (PDF) before a new P-Card will be issued.  Please contact the Purchasing Card Coordinator at ext. 7113 if there is a immediate need for training, otherwise training sessions are scheduled every other week or on an as-needed basis.  

P-Card Monthly Statements

It is the cardholder's responsibility to obtain a monthly statement and the appropriate Reconciler and Supervisor's signatures when charges are made on their P-Card.

Statements are available on the JP Morgan Commercial Card website.

Statement Guide (PDF) - this guide contain detailed instructions for logging in and printing statements.


P-Card Audit

Internal Audit will perform annual audits of all p-card records, including P-Card statements and supporting documentation.  The Internal Audit department has listed items they will be reviewing related to Purchasing Cards on their website

Preparing for a P-Card Audit


  • Location

    Building: Miller Administration

    Room: 207

    3850 Dixon Parkway Dept 1013
    Ogden, UT 84408-1013

  • Hours

    Mon-Fri: 7:30am to 4:30pm

    Sat-Sun: Closed

    University Holidays (PDF): Closed

  • Contact Us

    Purchasing Front Desk
    Phone: (801) 626-6014