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Appropriate Use of Procurement Card (P-Card)

P-Card Allowable and Non-Allowable List. The list is not all-inclusive and is subject to change. Last updated August 13, 2019.

About Procurement Cards

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

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
  • Field Trips Venue Admission: 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 (Please see non-allowable for associated food pick up fee
  • Fuel: APS Vehicle and/or Rental Car on travel only (must provide detail, date, event and brief description of APS business)
  • Lodging—Must have an approved Travel Authorization Number before the 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)
  • Professional Association Memberships (for example NMASBO)
  • Supplies—Less than $1,000 for total purchase
  • Exceptions on a case by case basis, 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 (T-shirts, polo shirts, jackets, etc.)
  • Bus Transportation
  • Car washes
  • Cash Advances
  • Computers, iPods, iPods, laptops, tablets, Chromebooks, Monitors, electronic devices, etc.
  • Donations/Gift Cards
  • Equipment and Furniture, any amount
  • Employee Awards and Gifts (greeting cards, plaques, gift certificates, flowers, etc.)
  • Food Puck up Service Fee
  • Gifts/Giveaways/Novelty Items
  • Gross Receipts Taxes on goods
  • Hotel Room Upgrades/Incidentals
  • 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
  • Service fees of any type
  • Service providers: i.e. Experia, Travelocity, Hotel.com
  • Software Subscriptions or licenses
  • Store Memberships (Costo, 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)

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 . 

Downloads

Appropriate Uses of P-Card Memo, August 13, 2019 (PDF)

This page was last updated on: February 25, 2020.