Use a P-Card to Make a Purchase

Orders may be made in person, over the phone or electronically (provided the website has the required level of security). Purchases that are not on the exempt list will need to be entered in eVA.

Step by Step

  1. Use the Card

    The majority of your orders will be placed in eVA as Purchase Card Orders (PCOs). Cardholders may never fax, email or mail full account numbers. Keep in mind that confirming orders need to be placed in eVA for any order that is not originally processed as a PCO and is not for an item on the eVA exempt list.

    If the vendor asks for the billing address the cardholder should provide their Box number. If the vendor intends to charge tax, the cardholder should provide the Sales and Use Tax Certificate of Exemption form.

    Merchants in the U.S. and U.S. territories may impose a surcharge to certain credit card transactions that is no more than what they pay to accept credit cards (typically between 1.5 percent and 4 percent). Merchants choosing to impose a surcharge must follow consumer disclosure and other requirements. Notification must occur at the store entrance and at the point of sale, or on the first page of an online environment that references credit card brands.

    Remember, the P-Card cannot be used to pay for past due invoices. Past due invoices should be paid by check.

  2. Create a P-Card Order in eVA

  3. Process a Recurring Payment

    P-Card orders should be entered in eVA to the vendor for up to one year of service, provided the total amount does not exceed $5,000 (e.g. Diamond Springs, Air Gas and copiers). The vendor will charge your P-Card each month. A new P-Card order will be required each year.

  4. Enter a Confirming Order in eVA for Another P-card User

    Create an EP order in eVA. The cardholder is responsible for placing the order with the vendor and supplying them with the P-Card information. The order will be sent to Banner. The encumbrance created by the EP order should be liquidated in Banner. Failure to liquidate this order will cause the duplication of the amount on the department’s budget.