PCard Transitioning to ServiceNow

PCard cardholders and PCard coordinators will begin submitting requests and managing information using ServiceNow with an anticipated go-live date in March 2024. This transition will replace pcard.ask@business.gatech.edu

The goal is to retire the following physical forms and use ServiceNow to pre-populate and more efficiently route these PCard transactions to help streamline the associated administrative tasks:

• New Cards
• Internal Transfers
• PCV Cancellation
• PCard Cancellation
• Limit Increase

This transition to the centralized ServiceNow platform will provide the transparency and efficiency needed to accurately track PCard metrics, assist in ensuring policy compliance, and enable more efficient data-driven decisions. Plus, this digitized approach to capturing and routing information will reduce the emails, paper, and time associated with managing PCard transactions.

The PCard Office is working on training guides and aids to assist with the transition to ServiceNow. More information will be shared as soon as it is available.

The PCard team will be available for in-person training sessions that will include demos and open Q&A. The first in-person session will take place on February 27th at 2 pm in the Procurement & Business Services office at 711 Marietta Street.  Virtual training sessions will also be available on certain dates. Please see the schedule of training sessions and information for joining the Virtual sessions below:

Microsoft Teams meeting for Virtual Training sessions:
Join on your computer, mobile app or room device Click here to join the meeting
Meeting ID: 261 291 992 077
Passcode: YfC4Uw Download Teams | Join on the web
Or call in (audio only) +1 470-705-2566,,119267335#   United States, Atlanta
Phone Conference ID: 119 267 335# Find a local number | Reset PIN Learn More | Help | Meeting options

PCard Forms

Benefits of the PCard:

• Simplify the purchasing and payment process
• Expedite the ordering and delivery of goods and services
• Eliminate the need for issuing requisitions and processing invoices
• Provide significant cost savings in the procurement/payment process
• Allow the department to have direct contact with suppliers
• Provide electronic control and accountability

Authorization controls can be established for each PCard limiting the per transaction and monthly dollar amounts, as well as the types of merchants that may be used.  Additionally, the card allows the cardholder to charge work-related expenses directly to the appropriate Institute accounts. Each card is assigned a default project ID and account number to which transactions will be automatically charged.  Charges may be reallocated, if necessary, through the Institute’s wed based distribution system, Works Pcard Manager (WPM).  PCard transactions load to WPM daily and remain available for review and redistribution for 7 calendar days before being posted to the General Ledger.

Eligibility and Issuance

Any Georgia Tech permanent, regular-status employee who has the approval of their Department Head may be eligible for a Procurement Card.

Steps to Obtaining a PCard

• Get Preliminary approval from a Department Head and notify the Department PCard Coordinator.
• Complete a PCard Request Form on the Purchasing Forms page.
• Complete the "PCard Cardholders Training & Certification" online training tutorial.

PCards will be distributed to employees after completion of appropriate background checks, cardholder training and submission of the signed Employee Agreement Form on the Purchasing Forms page.

PCard Official Use Guidelines

You can review the Official PCard Policy, or review a summary of the policy below:

Authorized PCard purchases include:

Office Supplies, Non-Inventory Equipment, Lab/Research Supplies, Items on Contract (if not in BuzzMart), Registrations, Subscriptions, Office Furniture/Files.

Services including: Maintenance & Repair, Freelance (Photographers, Writers, Artists), Consulting Services, Utilities.

Items the PCard may NOT be used for include:

Personal Purchases, Inventory Equipment, Employee Travel & Entertainment, Food (except as authorized in BFM Section 5.2.1.9), Motor Vehicle Fuel, Split Purchases (dividing one purchase into two or more to stay within your transaction limit), Alcoholic Beverages or Tobacco Products, Cash Advantages, Purchases from units of the Institute, Gift Cards, Calling Cards or other Pre-Paid Cards, Georgia Sales Tax, Funding a BuzzCard.