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Procurement Cards

What is a Procurement Card (P-card)?

A 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)

  • Contact: Holly Jones, holly.j.jones@vanderbilt.edu, 615-343-7878
  • Office Location: Rand Hall 305

Greek Life

  • Contact: Karen Seezen, karen.seezen@vanderbilt.edu, 615-322-2048
  • Office Location: Sarratt Student Center 207

International Student Scholar Services (ISSS)

  • Contact: Radhika Reddy, radhika.reddy@vanderbilt.edu, 615-343-0029
  • Office Location: Student Life Center 103

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 P-Card, your organization can check out a P-Card from Sarratt 310, the Office of the Dean of Students. You will pick up and drop off the P-Card from Rachel Winston in Sarratt 310.

P-Card requests must be sent to dospcard@vanderbilt.edu at least 24 hours prior to the time the card is needed. Advisor approval is required for P-Cards to be checked out. Accordingly, P-Cards can be requested one of two ways:

  1. Student organization advisors can submit the request directly
  2. Students can request the card by copying their advisor on the e-mail. Advisors must then reply to the e-mail indicating they approve the request.

 The following information must be included in the P-Card request e-mail:

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

Please Note: It is recommended that you reserve a P-Card a week or more in advance, since there are limited P-Cards available. You are not guaranteed a P-Card until you have received confirmation that one is available for check-out on the date requested.

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.