Learn how Georgia Tech’s Purchasing Card (PCard) program supports efficient, day-to-day purchasing across campus. This section provides a clear overview of how the program works, including who is eligible, what purchases are allowed, and how to stay compliant with Institute and State policies. By understanding these basics, you can make faster, more informed purchasing decisions, reduce administrative effort, and ensure financial accountability in your transactions.

PCard 101 Resource Guide

Review the PCard 101 Resource Guide for useful information about PCard usage and guidelines.

 

 

Benefits

Using a PCard offers several advantages for departments and employees

  • Simplifies the purchasing and payment process
     
  • Expedites the ordering and delivery of goods and services
     
  • Eliminates the need for issuing requisitions and processing invoices
     
  • Provides significant cost savings in the procurement/payment process
     
  • Allows the department to have direct contact with suppliers
     
  • Provides electronic control and accountability

These benefits allow Georgia Tech to reduce procurement costs while maintaining strong financial controls.  

Who Can Request a PCard

Georgia Tech PCards are available to employees who meet the following requirements:

  • Must be a permanent, regular-status employee 
  • Must receive approval from their Department Head 
  • Must complete required training and certification 
  • Must sign the Employee Agreement Form 

Cards are issued only after completing required background checks, training, and approvals. 

Allowable and Prohibited Purchases

Please note: This is not an exhaustive list.

PCards may be used for many routine Institute purchases, including:

  • Office supplies 
     
  • Non-inventory equipment 
     
  • Lab or research supplies 
     
  • Office furniture and filing equipment 
     
  • Professional subscriptions 
     
  • Conference registrations (U.S. only) 
     
  • Maintenance or repair services 
     
  • Consulting or freelance services 
     
  • Utilities and other operational expenses 

Conference registrations may be charged to a PCard if the event is held in the United States. Other travel expenses such as lodging, meals, or parking must be processed through normal travel expense procedures.  

PCards may not be used for certain purchases due to State or Institute regulations, such as:

  • Personal purchases 
     
  • Employee travel expenses (lodging, meals, parking, etc.) 
     
  • Inventory equipment 
     
  • Alcohol or tobacco products 
     
  • Gift cards or prepaid cards 
     
  • Cash advances 
     
  • Motor vehicle fuel 
     
  • Purchases from Georgia Tech internal units 
     
  • Split purchases used to bypass transaction limits 
     
  • Georgia sales tax 

Cardholders must ensure all purchases comply with Georgia Tech and State procurement policies before using the card. 

ServiceNow for PCard Requests

Georgia Tech manages PCard requests and program activities through ServiceNow, the Institute’s centralized service platform. 

ServiceNow allows users to:

  • Submit new PCard requests 
  • Track request status 
  • Access PCard knowledge articles and guidance 
  • Submit support requests to the PCard team 

 

This system improves transparency, reduces paperwork, and helps the PBS team track PCard activity and compliance more effectively. For additional support, submit a request in ServiceNow.