8.12.6 Request a PCard Exception

Policy Statement

To obtain approval to use the Purchasing Card (PCard) for an expense that is normally prohibited by a policy or is above a cardholders' limit, a PCard Exception Request Form must be submitted to University Payables (UPAY) Card Services.

Reason for the Policy

Obtaining approval to use the PCard for an expense normally prohibited by a policy or above a cardholders’ limit must be approved prior to using the PCard for the purchase.

Applicability of the Policy

Whenever approval for a PCard expense exception is sought.

Procedure

Only the Senior Director of UPAY and card administrator or delegate are authorized to approve exceptions to the PCard policy. Exceptions to University of Illinois System policies or procedures regarding PCard use may be approved when necessary to meet special circumstances or when in the best interest of the system and the State of Illinois. These exceptions are infrequent and apply to all funding sources. Any exception must be approved prior to using the PCard for the purchase. Exceptions are not granted after the fact. Failure to submit the PCard Exception Request Form for processing prior to using the PCard for the expense can result in an audit finding/non-compliance. An exception is submitted and reviewed for an individual cardholder. If approved, only the named cardholder may use the PCard to make the purchase.

A PCard Exception Request Form is used to obtain approval to use the PCard for an expense that is normally prohibited by a policy or is above a Cardholder's limit and no other procurement method can be used. Only the Senior Director of University Payables (UPAY) and PCard Administrator or Delegate are authorized to approve exceptions to this PCard policy. PCard exception requests related to other policy sections will be routed for processing.

All PCard exception requests must be submitted to UPAY Card Services using the PCard Exception Request Form. An exception is submitted and reviewed for an individual Cardholder. If approved, only the named Cardholder may use the PCard to make the purchase. Information provided on the form must include the rationale and system business purpose for the exception. Approval must be obtained prior to using the PCard for the purchase. Exceptions are not granted after the fact. Failure to submit the PCard Exception Request for processing prior to using the PCard for the expense can result in an audit finding/non-compliance. UPAY Card Services will notify the Cardholder, DCM, and/or the Requester of the approval or denial of the request.

Due to the complexity of some requests, an exception may require review by one or more unit(s) or employee(s) before making a determination. A minimum of 15 business days is required to ensure accurate and appropriate exception processing. If an exception is approved, a copy of the email notification must be placed in the unit's PCard file for the transaction in support of the authorized purchase(s). Submission of a PCard Exception Request form does not guarantee the expense will be approved for payment on the PCard. The unit should be mindful of time constraints when an exception is being processed. Units can contact UPAY Card Services to help determine if an exception request is necessary for a purchase.