Welcome to Columbia University Purchasing

Purchasing Card Program Eases Small-Dollar Transactions

May 15, 2006

Last December, 11 University departments received 103 Bank of America VISA cards they could use for a variety of purchases under $2,500 each. As the Business School, Pathology Department, Dental School and other Phase 1 "early adopter" Departments discovered, P-Card credit cards significantly reduce time spent purchasing and paying for goods and services, all without sacrificing controls and record keeping.

"Orders are placed and shipped quickly," said Ellie Johnson, Financial Manager in the Pathology Department, who added that since vendors are paid up front, they'll often ship next day. "Late-night and evening purchases can be made by phone for labs in desperate need of supplies the next day."

P-Cards, issued to authorized University personnel, may be used for a variety of business-related purchases, including subscriptions, lab supplies, conference registrations, professional membership, and publications. They may not be used for travel, florists, or personal purchases of any kind.

In February, the second "early adopter" phase of the Program launched when an additional 13 departments began using P-Cards in place of EZ POs. These departments include Astrophysics, Athletics, and Ophthalmology. In addition to reducing paperwork and processing time, P-Cards make it faster and easier to obtain goods and services, provide improved controls over accounting and purchasing, and improve supplier relations due to faster payment.

"Feedback from Phase 1 and 2 users will help us fine-tune the P-Card Program before University-wide rollout," said Katherine Buchan, Senior Director, Purchasing Office. "By the end of the 2006 calendar year we plan to have 800 to 1,000 P-Cards in use and we expect to complete rollout to all interested schools and departments the end of 2007."

For more information on the P-Card Program, visit the Purchasing Office website at www.columbia.edu/purchasing/p-card.html. You may also email questions or suggestions to pcard@columbia.edu.