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
- P-Card Allowable, Non Allowable List (PDF)
- Purchasing Card Request Form (PDF)
- Purchasing Card Policy and Procedure (PDF)
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
- PUNCH OUT VENDORS
- Service providers: For example, Expedia, Travelocity, Hotel.com
- 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.
This page was last updated on:
October 4, 2022.