PCard Requisition Instructions and Exceptions

Before making a purchase with your PCard, follow the requisition process below unless the purchase qualifies for an exception category.

Requisition Process

  1. Complete the Georgia Tech PCard Requisition Form or an approved departmental requisition form with all required purchase information.
  2. Obtain approval from two non-subordinate approvers.
  3. Make the purchase after approval.
  4. Once the transaction posts in Workday, attach the signed requisition form in the Documents section.

Exception Category Instructions

If the purchase qualifies for an approved exception category:

  1. Make the purchase.
  2. After the transaction posts in Workday, document the exception in the Business Purpose (Memo) field in addition to the normal business purpose description (for example, “Research – Urgent,” “Courier Charge,” or “Study Abroad – Train Tickets While Abroad”).
  3. This documentation allows approvers and auditors to verify that the exception was used appropriately.

Requisition Exceptions

Exceptions may be used for certain unplanned, non-routine, urgent, transportation-related, or student activity purchases.

Note: Purchases cannot exceed the cardholder's single transaction limit.

Urgent, Unplanned or Non-routine Purchases Less Than $1,000

This exception may be used when one or more of the following conditions apply:

  • Unplanned: The need was not known in advance. Lack of planning alone does not qualify.
  • Non-routine: The purchase is irregular and not part of recurring or standard operations.
  • Urgent: Immediate action is required to prevent disruption or delay.

Urgent, Unplanned or Non-routine Purchases Greater than $1,000

  • Research-Related Purchases Less Than $5,000: Available only to cardholders with a Research designation. This exception applies to urgent, non-routine research purchases needed to continue a project and avoid delays.
     
  • Study Abroad Related Purchases: Available only to cardholders with a Study Abroad designation. Covers non-routine expenses incurred during travel when costs are unknown before departure, such as group meals, transportation, or travel-related logistical issues. Initial travel arrangements made before departure must follow the standard requisition process.
     
  • Facilities and IT Maintenance Purchases Greater Than $1,000:Available only to cardholders with Facilities Maintenance or IT Maintenance designations. Covers urgent, unplanned purchases required to restore facilities or technology and minimize operational disruptions, including repairs related to plumbing, electrical systems, HVAC, weather damage, networking, and security infrastructure.

Planned or Routine Requisition Exceptions

  • Courier Charges: Applies to all courier and shipping charges, including FedEx and UPS.
     
  • Student Activities Related Purchases Less Than $1,000: Applies to planned purchases supporting student events and activities, including catering and event supplies.

Recurring Charges

A requisition is required only for the first transaction in a recurring series. The requisition amount should reflect the estimated annual cost, with each individual charge remaining below the cardholder's transaction limit.

  • Attach the approved requisition to the first transaction.
  • Attach the same requisition to subsequent transactions and note the actual charge amount.
  • Recurring requisitions are valid for one fiscal year only.

Examples include utilities, phone bills, subscriptions, and predictable recurring laboratory purchases.

Limit Increase Exceptions

Georgia Tech PCard Administrators may approve temporary limit increases only for the categories below. Requests outside these categories require State PCard approval and may take several days to process.

If approved, the increase applies only to the specific purchase and remains active for up to seven days or until the transaction posts.

Approved Limit Increase Types Up To $5,000

  • Laboratory books, research and related materials - DNA, Genomic, etc.
  • Textbooks: College level, includes student and teacher editions
  • Video cassettes, disks, tapes, etc. for computer and TV pre-recorded
  • Recycled publications and audio-visual materials
  • Instruction Aids: courses, lessons plans - prepared, programs, ancillary materials, etc.
  • Resource books and materials
  • Theatrical Equipment and Supplies
  • Communications and Media Related Services
  • Associations
  • Fees, Conference/Convention
  • Fees, Symposium
  • Membership Dues
  • Registration Fees
  • Sponsorships - ALL TYPES
  • Tours - ALL TYPES
  • Tuitions
  • Print -On-Demand printing services
  • Room rental of conferences, seminars, etc.
  • Theatrical Equipment and Supplies - including costumes - Rental or Lease

Approved Limit Increase Types Up To $25,000

  • Conference and convention fees
  • Registration fees
  • Symposium fees

Approved Limit Increase for IT Related Purchases Up To $5,000

  • Hardware 
  • Software