Purchasing Card

• Review the purchasing card tutorial
• Complete the purchasing card quiz
• Electronically sign the Purchasing Card Agreement
• Receive email confirmation of quiz completion

Cardholders and delegates complete one of the following:

• Log in to SAP Concur and submit a Purchasing Card Request Form, or
• Submit Purchasing Card Request & Maintenance (ServiceNow)
• Budget administrator reviews and approves the request
• PNC Bank mails the card to the address on file
• Delivery typically takes 7-10 business days

Transaction and Cycle Limits

Limits requested in SAP Concur or through the Purchasing Card Request & Maintenance (ServiceNow)

• Limits are set by budget administrator based on purchasing needs and responsibilities
• Maximum single transaction limit is $5,000
• Maximum cycle limit (typically one month) is $20,000 

• Call the phone number provided with the card  
• Follow the automated prompts  
• Use the last four digits of the PSU ID as the activation code  
• Create a 4-digit PIN  
• During the call, activation completes immediately  

Sync a New PIN

After changing a PIN, complete a chip transaction to sync the PIN:

• Insert or tap the card at a chip-enabled terminal
• Enter the new PIN when prompted
• An invalid PIN message may appear up to three times
• Continue entering the new PIN until the transaction completes
• For blocked or declined PIN transactions, contact PNC Bank. 

Verify Purchase Eligibility  

• Use the Procurement Search Tool (Power App) before purchasing
• Confirm Purchasing Card as an Allowed Purchasing Method  
• Review purchasing card restrictions on goods and services  

Provide Tax-Exempt Certificate  

• Download the Penn State tax-exempt certificate (SharePoint) for suppliers
• Confirm sales tax is removed from the transaction

Complete the Purchase  

• Use the purchasing card for allowed goods, services, or travel
• Request an itemized receipt  
• Keep receipts for reconciliation 

Enter Expenses for Approval

One of the following reconciliation methods applies:

1. Cardholder or delegate submits expenses directly in SAP Concur and attaches the Purchasing Card Support Form (GURU), or
2. Central Procurement creates the SAP Concur expense report using submitted Reimburse/Reconcile Travel or Goods & Services (ServiceNow) data.  

• SAP Concur routes expense report through the approval workflow
• Register in CentreSuite, the PNC Bank portal, to view statements
  • Use Firefox or Chrome
  • Go to CentreSuite  
  • Clear browser cache and cookies  
  • Select Not registered
  • Enter purchasing card number as the account number  
  • Match name exactly as it appears on the card  
  • Enter Penn State ID number starting with 9 as the activation code  
  • Match the cardholder name exactly as shown on the card

Reconciliation Deadline  

• Submit expenses within 30 days of the transaction date for goods and services and within 60 days for travel
• Late submissions may result in card suspension

Missing or Unobtainable Receipts  

• Attach Lost or unobtainable receipts (GURU) in SAP Concur 

Cardholders or delegates submit requests in SAP Concur or enter the fields in the Purchasing Card Request & Maintenance (ServiceNow) for Central Procurement to initiate the following processes in SAP Concur:

• Name changes
• Address updates  
• Limit adjustments
• Replacement cards (damaged or malfunctioning)  
• Card cancellations 

Report Lost or Stolen Cards  

1. Call PNC Bank immediately
2. Submit a Billing error inquiry/dispute (PDF) within 60 days for unauthorized charges