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Procurement Cards

What is a Check Out Card (P-card)?

A Check Out Card (P-card) is a credit card issued by Vanderbilt for the purpose of paying for expenses related to Vanderbilt departments and student organizations. P-cards may be checked out through a variety of offices. Below you will find a list of offices with p-cards available for check-out.

PLEASE NOTE: If a P-card is not being used and purchases are made with personal monies, then you will NOT be reimbursed for taxes you paid on supplies.

Office Contacts

If your organization is affiliated with or advised by one of the following offices, please contact these departments directly to check out a p-card. You will need to follow their individual policies/processes for checking out the card:

Active Citizenship & Service (OACS)

Greek Life

Inclusion Initiatives and Cultural Competence

International Student Scholar Services (ISSS)

LGBTQI Life

  • Contact: Libby Crew, l.crew@vanderbilt.edu, 615-322-4843
  • Office Location: KC Potter Center, 312 West Side Row, Euclid House

Margaret Cuninggim Women’s Center

  • Contact: Libby Crew, l.crew@vanderbilt.edu, 615-322-4843
  • Office Location: 316 West Side Row, Franklin House

University Chaplain and Religious Life

If your organization is not affiliated with a particular office, please follow the guidelines listed below in order to obtain access to a p-card. Be sure to make your requests in advance, as cards are limited:

Dean of Students Central P-Cards

If your organization is not affiliated with an office that has a Procurement Card, your organization can check out a P-Card from the Office of the Dean of Students located in 310 Sarratt. Jenni Powell is the trustee and contact for these cards.

Advisor approval is required for P-Cards to be checked out and requests must be received at least 2 weeks prior to the time the card is needed.  Please Note: There are limited cards available; you are not guaranteed a card until you have received confirmation that one is available for check-out on the date requested.

The student MUST CONTACT THEIR ADVISOR DIRECTLY by email to request a P-Card purchase, providing the relevant information as shown below.

  • Advisor’s Name:
  • Advisor’s Department:
  • Student Checking out P-Card:
  • Email:
  • Organization:
  • Organization’s Task Number:
  • Reason for Purchase:
  • Vendor Name(s):
  • Estimated Cost:
  • Requested Date to Check Out P-Card:

It is the student’s responsibility to first obtain their advisor’s approval and follow these steps:

The person requesting the card should be the person picking up the card.

  • Advisor approval will need to be attached to the form. Be sure to include the original email as well as your advisor’s approval.
  • A shopping list and Anchor Link event page will also need to be attached.

If you have any questions, please contact dospcard@vanderbilt.edu.

Documentation:  Please provide your organization’s treasurer records of any financial transactions made on a P-Card. This is important for maintaining accurate financial records for your organization and being able to complete the AcFee process.