Library ordering staff will check for the vendor in Voyager.  If the vendor is set up for purchasing via purchase order, then using a P-Card is not an option.  If the vendor is in the Voyager system as “P-Card only”, the order can be placed via P-Card. 

If the vendor is not in the Voyager system at all, a P-Card Vendor set up form is to be completed and submitted to LBO prior to the order being placed.  No W-8 or W-9 form is needed for PCard Vendor set ups. Forms can be sent to LBO_VendorSetup. Vendor numbers for P-Card only vendors will begin with “PC”,and will not be set up for payment in Workday.  LBO will turn around new P-Card only vendor requests within 3 business days.

Once the PC Vendor code is in place, library ordering staff will create the PO Record in Voyager and place the order. Once the items are received and the card holder has been notified of the pending charge against their P-Card, all documentation (order or confirmation, packing slip, proof of delivery, invoice) will be forwarded to LBO for P-Card processing. Once LBO staff clears the P-Card charge in Workday, they will record the payment information in Voyager, using the ER number as the invoice number. They will then send all documentation to acq.invoice@mailman.yale.edu for FileNet entry, making the ER invoice as "Payer Firm" or "Payer Contin". LBO will then approve in FileNet.  

P-Card Collection Purchase Policies and Procedures