Rutgers Business School (RBS) PCard

Administration and Finance

Use of the card is an exception to the preferred methods of procuring goods & services. The card will not be used in lieu of processing vendor payments via purchase order or check request in RU MarketPlace. It should not be used as a substitute for proper planning for events and adding vendors to the RU supplier site via PaymentWorks.

The RBS PCard should be used to procure goods or services (typically less than $2,500) that cannot be purchased from contract suppliers and punch out suppliers in RU Marketplace.

The following are common examples of approved items for purchase using the PCard:

  • Catering
  • Facebook, LinkedIn, or other online forums used for ads (approval from Communications and Marketing required)
  • Guest lodging
  • Newspaper, journal
  • Online purchases (except for RU Marketplace catalogs)
  • Postage
  • Professional memberships, application and license fees
  • Printing and binding services
  • Registration for conference and seminars
  • Utilities

The RBS PCard will not be used to purchase these goods and services:

  • Alcohol
  • Capital equipment
  • Cash advances, cashback on purchases, cash refunds on returns
  • Cell Phones
  • Charitable contributions
  • Computers
  • Contracted services from an individual
  • Employee relocation and relocation-related expenses
  • Employee travel
  • Personal Entertainment (meals, movie and event tickets, sporting event tickets, golf, )
  • Gift cards
  • Independent contractors or sub-contractors
  • Individual personal meals
  • Legal Fees
  • Non-qualified scholarship/fellowship payments (money to aid a student in the pursuit of his/her studies)
    • Personal purchases
    • Pre-payment for purchase orders
    • Prizes and Awards
    • Purchases from contract or punch out suppliers participating in RU Marketplace catalog
    • Purchases with a potential risk or exposure to liability for the University such as items that present special health, safety, occupational or environmental risks (e.g., radioactive material, animals, controlled substance, ammunition, etc.)
    • Rental agreements
    • Retreat expenses
    • Services performed by an individual, sole proprietor, single-member LLC, or a partnership
    • Sponsorships / Donations
    • Tangible gifts for employees valued at $100 or more
    • Temporary employment
    • Tuition payments

This is not a complete listing of prohibited uses for the PCard. In general, purchases that require advanced documentation such as insurance, service level agreements, and pricing quotes should be paid via requisition.

The University restricts the use of certain prohibited categories of goods and services by limiting the respective standard merchant category codes.

RBS PCard form