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Purchasing Card (PCard)

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Purchasing Card (PCard)

The Brown University Purchasing Card (PCard) is a University authorized buying method for low-cost purchases of non-restricted commodities from non-restricted suppliers.

The PCard is meant to complement, not compete with, Brown's strategic sourcing initiatives. The PCard system was implemented to facilitate the purchase of standard, low dollar value items. 

PCard purchases must follow standard University policies for business expenses and purchases.

Purchasing Card Policy

The Purchasing Card policy provides the required guidelines and procedures to ensure the proper use of the Purchasing Card. Purchasing from restricted suppliers and commodities is not permitted.

PCard Policy

Examples of Typical PCard Purchases

  • Subscriptions
  • Registration Fees
  • Membership Dues
  • Books
  • Supplies that are not available through preferred suppliers
  • Small dollar supplies

Certain types of purchases are not appropriate for and are blocked for use of the PCard. Please review the PCard Policy for more information.

PCard Issuance for Faculty and Staff

PCards are available to faculty and staff. Accountholders must complete mandatory training prior to receiving their PCard. The credit card is assigned by the Bank of America to the employee yet is issued in the name of and on behalf of the University. 

Brown University is liable to the Bank of America for all purchases on this corporate Purchasing Card. Use of the card does not impact the cardholder's personal credit history.

Apply for a PCard

To apply for a Brown University Purchasing Card (PCard), active faculty and staff with a business need must submit a formal request and complete the required training. 

Prerequisites Before Applying
  • Role Eligibility: Must be an active Brown University faculty or staff member.
  • Mandatory Training: Complete the PCard policy and procedures training course in Workday Learning prior to receiving your card.

How to Request a PCard in Workday

  1. Log in to Workday: Access Workday using your Brown single sign-on credentials.
  2. Initiate Request:
    • In the top search bar, type Create Request and select the task.
    • In the Request Type field, search for and select Purchasing Card Application (or PCard Application).
  3. Complete Application Details:
    • Fill out the required personal and organizational information on the Workday form. (This will include your six digit Workday ID)
    • Select your requested spending limits (Standard default limits are typically $999 Single Transaction / $3,000 Monthly Limit). If you require anything exceeding this limit please reach out directly to pcard-administrator@brown.edu
    • Provide a clear Business Purpose justifying the need for a PCard.
  4. Submit for Approval:
    • Click Submit. Your request will automatically route through Workday to your Cost Center Manager / Department Approver and from there to the PCard Administrator in Accounts Payable for review and final approval.
Once approved, Accounts Payable will update your request in Workday, and email you regarding card issuance details. 

Related Files

Questions

For questions regarding the PCard, email pcard-administrator@brown.edu.