Use a P – Card

The P-Card program provides Mason employees with the opportunity to streamline procedures for procuring and paying for small-dollar goods and services by eliminating vendor invoices and consolidating payments. 

Who can apply? Only full or part-time employees are eligible for a P-Card. Contract workers and student workers are not eligible.

How to Apply? Before a P-Card will be issued, the employee must complete the Purchasing Made Easy – Access-Based Training and the Mandatory Mason Finance Gateway Basic Navigation Training. Once this has been completed, fill out and submit the P-Card Application Form.

All active Employees – GRAs, GTAs, faculty, and staff (classified, and non-student wage) – will have access to the MFG and upon completion of the training, are able to utilize the system but must first complete the required training to submitting allocations, requesting or approving reimbursement for business expenses. Please allow 2 business days for full access. Please note: You will not receive an email. You should be able to log-in using your Mason credentials 2-busness days after completing the training in MasonLEAPS.

Purchasing Office

The Purchasing Office‘s webpage provides detailed information when making a purchase on behalf of George Mason University. It is very important that you review this page and the available links for information on what is an allowable purchase (Can I Purchase…?), considering mandatory and specialized purchases, and available institution contracts among many other helpful resources. 

Auditor Review

P-card records are subject to periodic reviews by Mason’s P-Card Program Administrator and Internal Audit staff, as well as audits conducted by the Commonwealth of Virginia. Commonwealth of Virginia auditors typically look for specific information when reviewing records including no sales tax has been charged, no questionable items were purchased, no signatures are missing and that documentation is complete. Records that must be presented in a review or audit include all original receipts and packing slips, as well as copies of any and all waivers, Travel Pre Approvals, lists of attendees or travelers, and eVA purchase orders.

Complete a P-Card Purchase in eVA

1. Register the P-Card with eVA (see P-Card Manual).
2. Identify an eVA vendor that sells the required good or services and accepts a credit card as a form of payment.
3. Create a requisition in eVA for the items desired. Select the P-Card as the payment method and enter the Allocation information in eVA. 
4. Save a copy of the eVA order (PCO) and retain it with other original documentation such as receipts, packing slips, etc.
5. Sign in to Mason Finance Gateway and allocate the transaction to the correct fund/org and account before the monthly deadline. Enter the full PCO#.
6. Ensure that the P-Card Supervisor approves the transaction in Mason Finance Gateway before the deadline.