1. Prohibited Transactions: What Can I Buy on my Pcard?
Maureen Lintel, Senior Buyer
Contracting and Purchasing Services

2. POLICY FUN! NAU is a State institution
State/Federal guidelines and laws
NAU policies and procedures
ABOR policies

3. Purchases General Rule Goods may be purchased on a P Card
Services may not be purchased on a P Card

4. PUR 801-03-02 Alcoholic Beverages Animals Bottled Water
Bars/cocktail-lounges/nightclubs/taverns
Animals
Bottled Water
Business food on a State account
Employee appreciation/recognition items/gifts
Entertainment
Flowers
Meals-Travel related
Personal Purchases
Purchases where a conflict of interest exists
Radioactive Materials
Splitting purchases to circumvent spending limits
For a complete list, visit PUR
Exceptions may apply!

5. What does policy state and what office “owns” the policy?
Exceptions
“There is no exception to the rule that every rule has an exception” James Thurber
What does policy state and what office “owns” the policy?
P Card
Comptroller
Travel

6. Example
Flowers
CMP Flowers. All types, unless the items are needed in conjunction with an official University event. Authorized purchases for flowers must be paid from local funds.
If the flower purchase falls within the CMP policy, it is an allowable purchase. If it does not, an exception would have to be requested.

7. Violations Improper card use by others Multiple/Split Transactions
Not Approved by Deadline*
Not Verified by Deadline*
Other
Personal Purchase
Restricted Commodity
*Not being issued by CPS at this time

8. Entering violations in peoplesoft

9. Examples Split Transactions
Spot Audits
Completed daily by the P Card Administrator
Decline Report
Ran periodically to identify questionable transactions
Increases are fast and easy, no reason to have a violation

10. Examples Personal Purchases Amazon iTunes
Two personal purchases over the course of two years will result in loss of P Card privileges.

11. examples Conflict of Interest Vendors
For questions regarding purchases from vendors with a conflict of interest, please contact Baily Williamson.

12. Questions?
If you are unsure of a purchase, or are directed to make a purchase you don’t feel comfortable with…just ask!

13. Accessible Purchases
Teresa Haven Accessibility Analyst Affirmative Action

14. What Does “Accessible” Mean?
“Accessible” means that technology can be used by a wide variety of people, in a variety of methods.
With or without vision or a visual display;
With or without hearing or sound;
With or without the use of a mouse.
Accessible technology means that students, staff, faculty, administrators, and guests of our institution can independently and fully participate in classes, programs, services, and work.

15. Why is this Important?
If we purchase technology that is inaccessible, we deny many members of our community the opportunity to participate in courses, programs, events, and work.
If we purchase technology that is inaccessible, we are in violation of Federal law.

16. What Kinds of Technology?
Electronic and Information Technology includes:
Computer hardware and software, operating systems
Web-based systems and applications
Telephones and other telecommunications products
Video equipment, multimedia products
Information kiosks
Office products such as copiers and fax machines

17. What Can I Do?
P-card holders should consider accessibility before purchasing any electronic or information technology, whether large or small.
Ask vendors for a VPAT, or Voluntary Product Accessibility Template.
If the VPAT doesn’t indicate full accessibility, ask the vendor what their plans and timeline are for reaching full accessibility.
If the vendor doesn’t have a VPAT, or can’t address the accessibility of their product, look for another product that will offer the same functions but have better accessibility.

18. What If I Need Help?
If you are unsure of what a vendor’s VPAT or accessibility responses mean, or would like an independent check of the product, contact NAU’s Accessibility Analyst for help.
Teresa Haven