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 the following:

• Log in to SAP Concur and submit a Purchasing Card Request Form
• 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.

• 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

The following reconciliation method applies:

1. Cardholder or delegate submits expenses directly in SAP Concur and attaches the Purchasing Card Support Form (GURU)
2. SAP Concur routes expense report through the approval workflow
3. 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
• 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 

Report Lost or Stolen Cards  

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