Payment Solutions - Purchasing Card Application / Change Forms

The purchasing card program has been endorsed by the President's Office as the preferred method for purchasing goods, services and TEBM expenses costing less than $5,000. Purchasing Cards are customized to the individual user based on usage needs. In addition to customized spending limits, four profiles are available:

1. General Purchasing Only
2. General Purchasing with Travel / Entertainment
3. Travel / Entertainment Only
4. Custodial / Department Card

Obtaining a Purchasing Card

All Rice University faculty and staff are eligible to receive a purchasing card after approval from the Department Chair or Designee has been made. The Chair or Designee approves this when the Rice University faculty and staff are responsible for making general and/or travel and entertainment related purchases on the University's behalf.

Purchasing Card Application ( PDF )

To apply for a Rice University Purchasing Card fill out an application form and submit it to the Purchasing Card Administrator in Payment Solutions, MS77. The forms can be found on the Controller's Office Forms page.

Purchasing Card Change Forms ( PDF )

To make changes to an existing card, click on the Purchasing Card Change Form found on the Controller's Office Forms page. Fill out the form and send it to MS77 or email it to payment@rice.edu .

Instructions for Filling out the Application Form

Cardholder Information

1. Check the box(es) that applies to the type of card you wish to receive.
   1. Purchasing Only
   2. Purchasing with travel and entertainment (T & E)
2. Enter the cardholder's name the way it is to appear on the purchasing card.
3. Enter the specific information to appear on the second line of the purchasing card. (Examples to include department name, a specific use, institute name, etc.)
4. Enter the department name, building and room in which it is located.
5. Enter the mail stop number.
6. Enter the telephone extension.
7. Enter the cardholder's email address.

Card Information

1. Enter the default fund / org / account codes the card is to be coded to. For information on setting up a "D" Clearing Fund, select the following link: "D" Clearing Fund .
2. Enter the Research expiration date, if applicable.
3. Enter the limits for general purchasing.
   1. A single purchase transaction dollar limit not to exceed $4,999.00.
   2. The number of authorizations (uses / swipes) per day.
   3. The number of authorizations (uses / swipes) per monthly cycle.
   4. A monthly cycle purchase dollar limit.
   
   Note: The Travel / Business Meeting / Entertainment account codes, such as 72360, 70310, etc. cannot be used as a card default. Default codes should be non T & E account codes.
4. Enter the limits for Travel and Entertainment.
   1. A single purchase transaction dollar limit.
   2. The number of authorizations (uses / swipes) per day.
   3. The number of authorizations (uses / swipes) per monthly cycle.
   4. A monthly cycle purchase dollar limit.
   
   Note: If the card will have General Purchasing as well as T & E limits, a combined cycle dollar limit can be used instead of individual limits per section.
5. List any Special Instructions. An example of a special instruction is the purchasing card statement needs to be emailed to a department coordinator/administrator.

Approving Official Information

Supervisor / Approving Official

1. Enter the name of the approving official of the cardholder.
2. Enter the approving official's title and their building and room.
3. Enter the approving official's email address and telephone extension.

Dean / VP Name and E-mail

This section only needs to be filled out when the cardholder is going to have access to travel and entertainment. If the cardholder does have access to T & E, this is a required field.

Enter the Dean / VP's name and email address of the cardholder.

Second Email Recipient

This section is an optional field. Enter another person in the cardholder's department to receive email notifications on the cardholder's purchasing card charges.

Third Email Recipient

This section is an optional field. Enter another person in the cardholder's department to receive email notifications on the cardholder's purchasing card charges.

Verified by Applicant

The cardholder needs to sign the form in the "Verified by Applicant" section.

The signature of the Approving Official is required on the form before the card can be ordered.

Fax the form to Barbi Huggins or Samia Davila in Payment Solutions at ext. 6701 and then send the original form to MS77.

Once the card has been ordered, it will take approximately 7 - 10 days to arrive. After the card arrives, the cardholder will be contacted for training and delivery of the card.

For questions regarding the Purchase Card Application / Change Forms, please contact:

Gina Diaz
Phone: ext. 6715
regina.r.diaz