T & E Card vs P Card Usage

When to Use a T&E Card Versus a P-Card¶

Use this chart to help understand when to use a T&E Card versus a P-Card. This document is a sample list of allowable charges and does not include all of the additional considerations when completing a purchase. Be sure to review the appropriate policies and guidebooks for further information.

Use a T&E Card for:¶

Business Meals, Catering, and Entertainment Expenses including alcohol* **

Travel Expenses for the Accountholder , including:¶

Airfare
Lodging
Parking
Rental Vehicles and Ground Transportation
Gas for Rental Vehicles
Uber and Lyft
WIFI costs (if necessary for conducting business)

Use a P-Card for:¶

Advertising
Conference Calls
Copying/Framing/Photo Developing/Reprints
Credential Verification/ Background Checks
Inventory Purchases
Medical License/DEA License
Newspaper/Magazine/ Online Subscriptions
Postage/Shipping/Courier
Rentals**
Repairs from a vendor
Services from a vendor****
State Contract purchases
Supplies (office/shop/IT/ lab)
Utility (power/water/gas/ cable)
Uber and Lyft for Clinical Trial Studies, only
Guest Travel on Request
Alcohol must be allocated to an appropriate funding source as specified in Policy 1263 on University-related Business Entertainment Expenses.
** Purchases exceeding $5,000 and/or which include a contract with terms and conditions, must be reviewed and approved by Procurement Services.
*** Financial donation/gift component when registering for a conference or other event are personal expenses and are not allowed.
**** While services from a corporation or proprietorship are allowable, services from a sole proprietor (or IC) are not.

Use Either a T&E Card or a P-Card¶

Business Meals, Catering, and Entertainment Expenses that do not include alcohol**
Conference Registrations***
Passport and/or Visa Fees
Professional Membership Dues
Student Travel on Request
Zipcar