P-Card

A P-Card (Procurement Card) is a university-issued credit card used for purchasing approved goods and services outlined in your organization’s approved budget.

Who Can Use a P-Card

Each user must complete P-Card training before use.

Authorized users include:

1The only officers that are permitted to submit requests in the Treasurer's temporary absence (e.g., illness, etc) are the President and Vice President of the student organization. This does not apply to situations where a Treasurer has not been appointed—a Treasurer must be appointed at all times. Prior communication and authorization by Luddy Student Government are required before any officer acts in the Treasurer’s place.

Requesting a P-Card

Once your organization's budget is approved, you can begin submitting P-Card requests for events.

  • P-card Requests must be submitted at least three weeks before the event date.
  • As of Fall 2025, the p-card request form is available at the top of the Clubs and Organizations channel in Luddy Student Government Teams Channel, or through the Luddy Student Government Sharepoint Page.

After submitting a P-Card request:

A member of the Office of Student Engagement and Success will contact you to either:

  • Confirm your request and next steps.
  • Deny your request based on incorrect fields, structure, or failure to follow guidelines

Purchasing Guidelines

  • Purchases must be from an approved vendor. Approved vendors are listed on Buy IU.
  • If purchasing in-store, online, or by phone, ensure no sales tax is added.
  • The P-Card is tax-exempt (If needed, obtain our tax-exempt information from Jan Questelles.)

Receipts

All receipts must be itemized and include:

  • Each item purchased
  • Tip amount (if applicable)
  • Final payment total
  • Attendance Documentation
    • Attendance QR code is provided in LSG Teams and must be turned in within 24 hours of the meeting or event.

Reconciliation & Record-Keeping

  • All receipts and documentation must be reconciled within 30 days of the purchase date.
  • On the 4th Monday of each month, the LSG Treasurer and Jan will meet to review all expenses and transactions for accuracy.
  • Treasurers must maintain a detailed spreadsheet of all organizational transactions and current balances. Spreadsheet columns should include:
    • Receipt-to-transaction match
    • Reason for purchase
    • Date of purchase
    • Date of event
    • Amount of purchase
    • Organization and purchaser’s name