Personal tools

P-Card Allowable and Non-Allowable List

Find the P-Card Allowable and Non-allowable List, P-Card Request Form, and P-Card Policy and Procedures. Revised for School Year 2022-2023.

Download P-Card Documents

Purchasing Card Allowable and Non-Allowable List

The following list is NOT all inclusive and is subject to change. Before making your purchase, check Accounts Payable for latest updated list

Examples of Allowable Purchases

  • Advertising in Print Media: Newspapers – for example, Albuquerque Journal) 
  • Airfare: Must have an approved Travel Authorization Number before purchase is made 
  • Conference Registration Fee/Seminar/Workshops: Local, virtual, If out of town. You must have an approved Travel Authorization Number before purchase is made outside 32 miles.
  • Conference/Seminar/Workshop materials or books for APS ownership 
  • Field Trip Venue Admission: Check with location to ensure that they accept credit card 
  • Food: In accordance with CFO’s memo of allowable food purchases 
  • Food Only: Culinary supplies for culinary classes. Please see non-allowable for associated food pick up fees or equipment related items.
  • Fuel: APS Vehicle and/or Rental Car on travel only. Must provide detail, date, event, brief description of APS business purpose.
  • Lodging: Must have an approved Travel Authorization Number before purchase is made; not for room incidentals 
  • Newspaper Subscriptions 
  • Parking: APS Vehicle Parking for APS District Business or Non-APS Vehicle for APS District Business. Must provide detail – date, event and brief description of APS Business purpose.
  • Professional Association Memberships: For example, New Mexico Association of School Business Officials (NMASBO).
  • Supplies: Less than $1,000 for total purchase. Must be for urgency related use. Anything else must follow Standard PO Process.
  • Exceptions on a case by case basis: Cardholder must email to get approval from Executive Director of Procurement.

Non-Allowable – Do NOT use the P-Card for

  • Airline: Upgrades, Airline Early Check-in, Airline Early Boarding
  • Air BNB
  • Alcohol
  • Amazon
  • Apparel: All includes customized for example, T-shirts, polo shirts, jackets, lanyards, mugs, water bottles, etc.
  • Appliances: Including microwaves, mini fridges, toaster ovens, culinary arts kitchen equipment.
  • Scholastic, Page 1, Barnes and Noble
  • Bus Transportation
  • Car washes
  • Cash Advances
  • Chemicals: Weed killer, bug killer, mouse traps, anything of this nature contact M & O for proper procedures
  • Computers: iPads, iPods, laptops, tablets, Chromebooks, Monitors, electronic devices, etc.
  • Donations/Gift Cards, Gifts/Giveaways/Novelty Items
  • Equipment and/or Furniture: Any amount (gas leaf blowers, vacuums, garbage carts, backpack vacuums, foggers, tables, chairs, shelves) Custodial assets need permission as they are considered equipment.
  • Employee Awards and Gifts: Greeting cards, candy for meetings, plaques, gift certificates, flowers, etc.
  • Food Pick up Service Fee
  • Fuel: Personal Vehicle
  • Gross Receipts Taxes on goods
  • Hotel: Room upgrade, incidentals
  • Holiday Decorations, Flowers, Plants
  • Home Office equipment, supplies, materials, furniture, computers, Chromebooks, monitors, etc.: any purchases
  • Multi-Year Service Agreements or Formal Contracts
  • Personal Expenses of any kind: for personal use
  • Postage Stamps, Certified Mailings: Please use the APS Graphics department and/or Postage Request Form from A/P.
  • Printers/Scanners: Any amount
  • Professional Development/Contracted Services
  • Service providers: For example, Expedia, Travelocity,
  • Services of any type at any amount
  • Software Subscriptions or licenses
  • Store Memberships: For example, Costco, Sam’s Club, etc.
  • Taxi Services, Uber, Shuttle Services, etc.: Paid for out of pocket and reimbursed.
  • Travel Meals: Paid for out of pocket and reimbursed at the appropriate per diem rate.