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Prohibited Charges (This list is not all inclusive. For questions contact casepcard@case.edu)
Alcohol
Alcohol is not allowable on PCard or DCards. For more information on how to purchase
alcohol for events, see https://case.edu/dining/catering/preferred-caterers.
Animals
This activity is not allowable for PCard use. Purchased live
animals must be tracked. The Animal Resource Center is the only location on campus that
may purchase animals.
Automatic
Payments/Renewals
Recurring payments of any kind are not allowable on Procurement Cards.
Capital equipment
(CIP Projects)
This activity is not allowable for PCard use. These purchases must be facilitated through a
requisition as they must be tracked via Controller’s Office asset management policy.
Cash advances
This activity is not allowable for PCard use.
Cell phone / service
This activity is not allowable for PCard use.
Chemicals,
regulated/research
This activity is not allowable for PCard use. Chemicals must be
tracked by our EHS – Environmental Health and Safety Services Department.
Computers/ electronics
Items such as computers, printers, tablet computers, peripherals, and eReaders are not
allowed on the PCard. Please contact cas[email protected] or utech-contracts@case.edu
for clarification and/or exceptions in advance.
Controlled substances /
Narcotics
This activity is not allowable for PCard use. Original, approved documentation is required
with each purchase, and must be made on a PeopleSoft requisition/PO.
Copier supplies (bulk)
This activity is not allowable for PCard use. For example, cost-per-copy or managed print
equipment or toner purchases are available via SmartCART.
COVID Test Kits
This activity is not allowable for PCard use.
On-Campus purchases
This activity is not allowable for PCard use.
Campus vendors (Barnes and Noble College Booksellers, ThinkBox, WEPA or FedEx Print &
Copy Center) use direct billing via a speedtype.
Donations
This activity is not allowable for PCard use, including internal CWRU donations and prizes
donated for CWRU fundraising events.
Leases/Rentals
This activity is not allowable for PCard use.
Food/Beverage
(DCard)
This activity is not allowable for PCard use. DCards should be used for food and related
supplies under $500 in the support of CWRU departmental usage.
Furniture
This type of purchase is not allowable for PCard use.
Gas cylinders
This activity is not allowable for PCard use. Gas cylinders must be tracked by location and
type of product.
Gasoline
This activity is not allowable for PCard use.
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Gifts over $75
This activity is not allowable for PCard use.
Small gifts may be purchased on the PCard but must be in compliance with the Employee
Recognition policy and may not exceed $75 total.
Gift cards/Gift certificates
This activity is not allowable for PCard use. Gift certificates are generally classified as
taxable income.
Hazardous materials
This activity is not allowable for PCard use. Tracking is required.
Independent
contractors/consultants
This activity is not allowable for PCard use. Independent Contractor Agreements must be
approved by Procurement and follow the Independent Contractor Program Guidelines.
Contact CWRU Contract Review Agent at contracts-pds@case.edu for guidance.
Internet (home)
This activity is not allowable for PCard use.
Office supplies
Personal purchases
This activity is not allowable for PCard use.
Prescription drugs
This activity is not allowable for Pcard use. Original, approved documentation is required for
each purchase, and must be made using a PeopleSoft requisition/PO.
Printing
CWRU branded printing is not allowable on a PCard. All CWRU branded printing should be
purchased with a requisition for University Marketing and Communications review and
Promotional items
This activity is not allowable for Pcard use. All CWRU branded promotional items should be
purchased with a requisition for University Marketing and Communications review and
Radioactive materials
This activity is not allowable for PCard use. Radioactive materials must be tracked and
approved for delivery to campus locations by our Environmental Health and Safety
department prior to purchase.
Shipping
help with shipping needs. You may also use the FedEx location at Thwing and use direct
billing via speedtype.
SmartCART vendor
purchases
This activity is not allowable for Pcard use. Please use SmartCART and a PeopleSoft
requisition to complete this type of purchase.
Software
This activity is not allowable for Pcard use. All software purchases acquired with university
funds, must be approved through the CWRU Procurement purchase order process, in
advance of purchase and in accordance with [U]Tech standards.
(https://case.edu/utech/resources/it-contracts/it-contracts-faq)
Store memberships
This activity is not allowable for Pcard use. This includes Amazon Business Prime, BJ’s
Subcontracts, sponsored
projects
This activity is not allowable for PCard use. Prior to approval, a contract must be reviewed
and approved by CWRU’s Contract Review Agent at contracts-[email protected].
Supplies, equipment,
This activity is not allowable for PCard use. Any contract requiring a signature must be
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rentals, or services
requiring a signed
contract
reviewed by Procurement. Only officers of CWRU and their designees may sign
contracts/agreements. Contact CWRU’s Contract Review Agent at contracts-[email protected]
for guidance. Note: Signatures acknowledging receipt of services or customary written
acknowledgement are acceptable.
Temporary employment
services
This activity is not allowable for PCard use. CWRU has an on-site temporary employment
service that is managed by our Human Resources Department.
Travel
This activity is not allowable for PCard use.
Conference registration fees (only) may be charged to a PCard.
Other expenses incurred for travel must be charged to a T&E Card. Expenses incurred
DURING travel are prohibited from being charged to a PCard or a DCard, unless required by
extraordinary circumstances, and authorized in writing by the Senior Vice President of
Finance/CFO. Examples include highly unusual travel requirements, the nuances of a group
travel event or within some student related areas where student activity fees are being
directly utilized.
