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Submitting a P-Card Request
All purchases made by P-Card will be routed, approved, and funded using purchase requests in the online bank system (Works).
Requestors are individuals who have been provided with a login to the online bank system for the purchase of creating and routing purchase requests. The requester is responsible for completing the online purchase request form, selecting an appropriate cardholder and routing group for the request, and providing the necessary supporting documentation in the P-Card program shared folder (PCardRequests).
Approvers are individuals who have been granted the authority to approve purchases within the various routing groups. All approvers also have the ability to initiate purchase requests.
To obtain access to the online purchase request system, individuals must attend training provided by Procurement Services. Contact the P/Card Administrator to register for training.
All training will be held at the Francis Tuttle Rockwell campus (12777 N. Rockwell Ave., Oklahoma City, OK 73142)
Purchase Request Process
Mandatory Vendor Preferences:
Total transaction amount will not exceed $5,000.00 for non-statewide contract purchase.
Ensure acquisition will not be split purchasing. (See Definition Below)
Review Purchasing Card Program User Guide > Restricted Purchases for required documentation for specific p-card requests. Complete a P-Card Equipment Sheet for any tangible assets with a unit price of $2,500 or more ($500 or more for information technology products).
Initiate online purchase request in Works and post required documentation in the shared folder, using the request number as the beginning of the file name (Ex. REQ0000XXXX). Be sure to select the correct routing group when creating the request:
In reference to P-Cards, split purchasing is defined as dividing the known quantity or failing to consolidate a known quantity of goods or services with the intent of and for the purpose of evading the p-card statutory single transaction limit of $5,000 and/or limit(s) established for an individual p-card and/or a competitive bidding requirement. Examples of split purchasing include the following:
Pursuant to Title 74 O.S. § 85.7 of the Central Purchasing Act, making an acquisition by split purchasing is a felony.
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