P-Card Lift or Exception
Understanding the request process for P-card lifts and exceptions is critical because it balances operational flexibility with strict state and university compliance. Following these procedures ensures that the University can audit every transaction to confirm it serves a legitimate business purpose.
To request a limit increase (a "p-card lift") or a policy exception for a VCU Corporate Purchasing Card, you must submit a formal request to The VCU CorpCard team.
Handling P-Card lifts (limit increases)
1 Request Method
The cardholder's Authorized Approver (Reviewer) must initiate the request.
2 Submission
Submit the request by emailing corpcard@vcu.edu or by completing the P-card limit and Merchant restriction change eForm.
3 Required Information
- Specific amount of the new limit.
- Timeframe (temporary vs. permanent).
- Detailed business justification explaining why a standard Purchase Requisition cannot be used.
Requesting policy exceptions
For restricted categories like business meals, student travel, or vehicle rentals, you must use the Corporate P-Card Request for Exception form.
- Timing: Exceptions must be requested and approved prior to the purchase. Post-purchase requests are generally not processed.
- Processing time: Allow at least 2 business days for the Corporate Card team to review and lift restrictions.
Approval levels
Temporary
Valid for up to two billing cycles
permanent
State-funded permanent exceptions are valid only for the current fiscal year and require VP or Dean level approval
Common exception types:
- Business Meals (requires additional documentation).
- Non-employee travel (lodging or ground transportation).
- Vehicle rentals (required if not using Hertz or Enterprise).
Why requests for lifts and exceptions are important
Operational Agility:
Requests for limit increases (lifts) provide the "flexibility and capacity" needed to make urgent or high-value purchases without being stalled by standard $10,000 transaction caps.
Efficiency:
They allow departments to bypass more cumbersome, paper-driven processes like traditional purchase orders or personal reimbursements for specific, pre-approved needs.
Cost Savings:
Using a P-card for approved exceptions saves VCU money on administrative overhead, such as check printing and postage.
Authorized Flexibility:
Exceptions allow for essential but normally "restricted" business activities, such as student travel or business meals, to be funded directly by the university.
Why knowing the process is critical
Risk of Revocation:
Failure to follow the correct approval process can result in the immediate revocation of card privileges or system access, even for a first-time offense.
Personal Liability:
If a purchase is made without a prior approved exception, the cardholder may be held personally liable for the cost.
Audit Readiness:
The process creates a digital audit trail. Both cardholders and reviewers are held "equally accountable" for ensuring every charge is documented and compliant with state law.
Disciplinary Action:
Deliberate or recurring noncompliance with these procedures can lead to formal disciplinary action, including termination.