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P-Card Checkout Process

P-Card Checkout Procedure for OIA Student Organizations

Students who have been authorized to check out P-Cards can use the following process:

  1. Students authorized to use P-Card will need to send an email request to Martha Harris (martha.d.harris@vanderbilt.edu) and their organizations primary advisor a minimum of 2 business days before it is needed.e.g. If a student intends to check out a card on a Monday, the request must be sent by the Thursday before.

This email must contain the following information:

  • Name of Student Requesting P-Card
  • Name of Student Organization
  • Students Position within Organization
  • Students Phone #
  • Event Title and Date
  • Supplies Needed
  • Anticipated Cost
  • Time and Date Student would like to pick up the P-Card (must be Monday-Friday between 2:00-4:30pm)

2. The organizations advisor will then reply to Martha Harris confirming approval of use of the P-Card.

3. If request is approved, students will receive a confirmation email from Martha Harris that the card is available for the day/time they requested.

Students can pick up card from Martha Harris in Sarratt 310, M-F between 2:00pm – 4:30pm and return the cards the following business day before 11:00am. Students must follow all rules and procedures for using the card.

If you have any questions or concerns please contact your advisor or Martha Harris at 615-322-6400 or martha.d.harris@vanderbilt.edu.




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