P-Card Requests & Purchases

McMurtry College uses P-Cards to make approved, tax-exempt purchases for college events, committees, and operations. All P-Card activity is managed through the Spring 2026 McExpenses Form.

Please read the instructions carefully before submitting.

• Purchases $499 or under: Submit the form at least 24 hours in advance
• Purchases $500 or over: Submit the form at least 3 days in advance

Late submissions may not be approved.

Use this option if you need to physically check out a McMurtry P-Card to make an in-person purchase.

How it works:

1. Fill out the Spring 2026 McExpenses Form and select "Check Out P-Card."
👉 Spring 2026 McExpenses Form
2. Await approval from the P-Card owner.
3. Once approved, you will receive a lockbox code via text.
4. Retrieve the P-Card from the lockbox.
5. Make your purchase, ensuring it is tax-exempt.
6. After completing your purchase, return the P-Card to the lockbox ASAP.
7. Fill out the form again to submit your itemized receipt and confirm return.

⚠️ Absolutely no handing off a P-Card to anyone else.

Use this option after you have completed your purchase and are returning the card.

Steps:

1. Return the P-Card to the lockbox immediately after use.
👉 Spring 2026 McExpenses Form
2. Fill out the Spring 2026 McExpenses Form and select "Return P-Card."
3. Upload:
   • Itemized receipt(s)
   • Event flyer or screenshot of the announcement (email / GroupMe)

Your submission confirms the card has been returned and the purchase recorded.

Use this option if you do not need to physically pick up a P-Card and are requesting an online purchase to be made on your behalf.

Steps:

1. Fill out the Spring 2026 McExpenses Form and select "Make an Online Purchase."
👉 Spring 2026 McExpenses Form
2. Provide:
   • Direct product link(s)
   • Total cost
   • Event or purpose description
3. Await approval and processing.
4. Once the purchase is completed, submit receipts through the form if prompted.

All P-Card purchases must be tax-exempt.

If a vendor cannot process tax-exempt purchases, you may not use a P-Card.

📄 List of Common Tax-Exempt Vendors & Instructions

Failure to submit the expense form or properly return the P-Card may result in:

• 1st offense: Warning
• 2nd offense: A percentage of your committee's budget may be cut
• 3rd offense: Personal housing points may be deducted