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Card Services

How To Request A Purchasing Card (P-Card)

The Department Head identifies employees who will be issued a P-Card. The P-Card issuance process requires the completion of all the tasks listed below in order for an applicant to receive a card. An application will not be processed if any of the following steps are not completed within 30 days. 

1. Complete a University of Illinois P-Card Authorization/Agreement and Application Information Form

The P-Card Authorization/Agreement and Application Information form must be completed as instructed on the form and signed by the applicant and the Department Head. The form must be submitted to the Department Card Manager (DCM) for processing and retention.

2. Applicant Training

In keeping with industry best practices and an ongoing initiative to maintain high P-Card program compliance, the University of Illinois requires P-Card training for all employees requesting a P-Card. The applicant must complete the Web-based P-Card Training and pass the certification quiz as part of the card issuance process.

3. DCM Generates P-Card Application

Using the P-Card Web Solution software, the DCM generates the electronic P-Card application.  Only the DCM or authorized Delegate is able to create and submit a new card request in the P-Card software. 

The job aid Department Card Manager: Process New Applications contains instructions to create and submit the application in the P-Card software.  DCMs must contact UPAY Card Services for assistance if they are unable to generate a card request in the system.

4. Submit P-Card Authorization/Agreement Application Information Form to UPAY Card Services

UPAY Card Services recommends the DCM retain the original, signed P-Card Authorization/Agreement and Application form while the employee has an active P-Card and for three years after the card has been cancelled. The completed form must be emailed to UPAY Card Services at cco@uillinois.edu.

5. UPAY Card Services Processes the Request

UPAY Card Services receives the P-Card Authorization/Agreement and Application form and electronic P-Card applications and confirms the training requirement has been completed.  Applications are submitted to the Bank and the P-Card is mailed directly to the applicant at the university address provided on the form.


Last Updated: May 24, 2017

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