Number: SOP-CARD-04
Subject: Restricted Items
Summary: Items that cannot be purchased with a P-Card.
Source: University Procurement Services
Date of Issue: 07/22/2019
Date of Revision: 05/17/2022
Disclaimer
Rationale
To provide Indiana University employees with a list of restricted items that are strictly prohibited on the P-Card.
Procedure
P-Card payment is not allowed on the following list of goods and services. Follow the approved payment procedures for purchasing restricted items. Contact IU Purchasing if you are unsure if an item is restricted.
| Restricted Item | Approved Payment Method |
|---|---|
| Animals | PO to contracted supplier |
| Capital Equipment | PO to supplier |
| Cash Advances | Contact IU Travel Management Services |
| Cell Phones | PO to contracted supplier |
| Furniture, furnishings | Follow IU Policy FIN-PUR-9.0 Furniture Purchases |
| Gift Cards | Blackhawk Network Shop Catalog |
| Orders to IU employees for personal service PO with ICQ (Independent Contract Questionnaire approved by Tax) or Supplemental Pay | Personal purchases and the use of personal rewards cards Personal payment method only. If personal payment is accidental, the purchaser will provide proof of reimbursement to IU in the relevant Chrome River P-Card expense report. |
| Purchases by one university department to another | Internal billing process |
| Purchases from online auction sources (eBay, Etsy, etc.) | PO, work directly with category manager with expertise in this commodity area |
| Purchases involving trade-in | PO, work directly with category manager with expertise in this commodity area |
| Purchases requiring a signature, such as rental agreements, purchase agreements & contracts | PO to the contracted supplier; Work directly with category manager who has signature authority for the specific commodity |
| Radioactive materials | PO to contracted supplier |
| Recurring payments | PO, Purchaser may request an exception to policy when payment method is credit card only |
| Reimbursements to IU employees | Chrome River, $500.00 maximum allowable; Should be emergency use only |
| Software and Software As A Service (SAAS) | Submit the Software & Services Selection Process Form to initiate the review process. You will be contacted by UITS IT Community Partnerships |
| Sponsorships | PO, work directly with the Sponsorships category manager |
| Travel and travel-related expenses | Prepaid through IU Travel, personal payment method reimbursed through Chrome River Travel and Expense |
| Unmanned Aircraft Systems (UAS, Drones) | Contact INLOCC and follow IU Policy PS-05 Unmanned Aircraft |
| Used/refurbished goods, goods with no warranty and/or not eligible for return | PO, work directly with category manager with expertise in this commodity area |
| Vehicles, boats, trailers (anything requiring a title) | PO, work directly with the category manager with expertise in this commodity area |
| Weapons, ammunition | PO, work directly with the category manager with expertise in this commodity area |
| Any procurement transaction restricted by IU policy is also restricted on a P-Card transaction. | Follow IU Policy guidelines |
| Purchases that can be made from the established contracts. | PO to contracted supplier or Shop Catalog order |