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Purchasing Card

 

Overview

The purpose of the Montgomery College Purchasing Card Program with M&T Bank is to establish a more efficient, cost-effective method of purchasing and payment for small-dollar transactions. The program is designed to replace a variety of processes, including petty cash, check in advance, and certain purchase orders.

Use of a P-Card will provide the following benefits:

  • Expedite the ordering and delivery of small dollar supplies (less than $2,500)
  • Eliminate requisition -> PO -> invoice process
  • Provide significant savings in the cost of the procurement/payment process
  • Allow the department to have direct contact with supplier

The M&T Bank Visa® Purchasing Card is similar to any other Visa card, except that it includes controls to make it functional for large companies and organizations like Montgomery College. These controls help to ensure that the card can only be used for specific types of purchases within specific dollar limits.

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Eligibility

Permanent, full time or part time employees of Montgomery College who have responsibility within their unit for ordering supplies are eligible to obtain a Purchasing Card. Consultants, contractors, student assistants, temporary employees, or those as determined by the Director of Procurement, are not eligible for a Purchasing Card.

P-Cards are issued at the request and approval of your Primary Account Manager. P-Card usage may be audited and/ or rescinded by the Director of Procurement at anytime. The card is issued to the Montgomery College employee, not the department. The cardholder is the only one who is authorized to make purchases on the card.

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Obtain a P-Card

  • Complete the following Application and Cardholder Agreement and submit to the Office of Procurement for processing.
    P-Card Application Form  
    Cardholder Agreement
     
    Cardholders will be notified of upcoming cardholder training dates, and are required to attend training before they receive a Purchasing Card.
  • Upon receipt and verification of information, emails will be sent to all applicants providing P-Card e-course training instructions.  Each applicant must read the user’s guide, review the entire online session, and pass the assessment quiz with a 100% score before they are eligible to obtain a P-Card.
  • Upon successful completion of the training, applicants should utilize the email option at the end of the session to send an email to the Procurement Office.  Make sure to use the subject line “Course Completion”.
  • Once online training completion has been verified, a new card will be ordered.  The card will be issued by M&T Bank in the applicant’s name and sent to the Procurement Office.  Cards take approximately 7 to 10 business days to arrive. Cardholders will be notified by email once their card is available for pickup.
  • Cardholders must come in personally with a current picture ID to the Procurement Office to pick up their new card.  No one else can do this except for the cardholder as they must sign the Training Certification Form.
  • Cardholders should sign the back of the card and always keep it in a secure location.  Cardholders can start using the card once they have activated it.

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Card Renewal

The Office of Procurement will automatically receive new cards when the current card expires.  Cards are automatically renewed every 2 years.  Cardholders will need to complete the Purchasing Card Program Policies & Procedures e-Course as well as successfully pass an assessment quiz in order to pick up their new card.  *The course can be taken within 2 months of card renewal.

  • Complete the following Cardholder Agreement and submit to the office of Procurement for processing.
    . Cardholder Agreement
  • Upon receipt, emails will be sent to all applicants providing P-Card e-course training instructions.  Each applicant must read the user’s guide, review the entire online session, and pass the assessment quiz with a 100% score before they are eligible to obtain a P-Card.
  • Upon successful completion of the training, applicants should utilize the email option at the end of the session to send an email to the Procurement Office.  Make sure to use the subject line “Course Completion”.
  • Once online training completion has been verified, cardholders will be notified by email that their card is available for pickup.
  • Cardholders must come in personally with a current picture ID and their old P-Card to pick up their new card.  No one else can do this except for the cardholder as they must sign the Training Certification Form.
  • Cardholders should sign the back of the card and always keep it in a secure location.  Cardholders can start using the card once they have activated it.

 

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Frequently Questions Asked

FAQ


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Montgomery College

Montgomery County, MD

240-567-5000

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