Appropriate Use of Procurement Card (P-Card)

Procurement Cards are used as a payment method for eligible purchases. Due to procurement laws, capital asset policies, funding restrictions, etc., some purchases are not eligible for purchase using a P-Card and must be purchased following the standard purchase order process.

P-Card Allowable and Non-Allowable List

As of July 1, 2018. The following list is NOT all-inclusive and is subject to change. Before making your purchase, check Accounts Payable for the latest updated list.

Examples of allowable purchases

  • Advertising
  • Airfare — Must have an approved Travel Authorization Number before the purchase is made
  • Books from Scholastic Warehouse
  • Conference Registration Fee/Seminar/Workshops-local event
  • Conference Registration Fee/Seminar/Workshops-non-local event (outside 32 miles) — Must have an approved Travel Authorization Number before the purchase is made
  • Conference/Seminar/Workshop materials or books for APS ownership
  • Dues and Memberships (for example NMASBO)
  • Field Trips-Check with location to ensure that they accept credit card
  • Food—In accordance with CFO's memo of allowable food purchases
  • Food—Culinary supplies for culinary classes
  • Lodging—Must have an approved Travel Authorization Number before the purchase is made; not for room incidentals
  • Newspaper Subscriptions
  • Supplies—Less than $1,000 for total purchase

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

  • Airline Upgrades/Airline Early Check-in/Airline Early Boarding
  • Alcohol
  • Amazon
  • Apparel (T-shirts, polo shirts, jackets, etc.)
  • Bus Transportation
  • Cash Advances
  • Computers, iPods, iPods, laptops, tablets, Chromebooks, etc.
  • Donations/Gift Cards
  • Equipment and Furniture—Any amount
  • Employee Awards and Gifts (plaques, gift certificates, flowers, etc.)
  • Gifts/Giveaways/Novelty Items
  • Gross Receipts Taxes on goods
  • Holiday Decorations; Flowers; Plants
  • Multi-Year Service Agreements or Formal Contracts
  • Personal Expenses of any kind—for personal use
  • Printers/Scanners-Any amount
  • Professional Development/Contracted Services
  • Parking (paid for out of pocket and reimbursed)
  • Services of any type at any amount
  • Software Subscriptions
  • 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)

P-Card Activation

Please review the list of approved and non-allowable expenses. Download, sign, and return the form to . Once the signed form is obtained, your P-Card will be activated for the next fiscal year.

If you have any questions, please contact Elizabeth Chavez Maldonado at