Spending Limits

Transaction limits are set by the purchasing card program manager based on department/unit purchasing trends which have been justified via the Cardholder Profile Application form.

The average single transaction limit ranges between $500 to $2,500, with the average monthly transaction limit ranging between $2,500 to $10,000. Exceptions to these limits need to be justified in writing and are subject to approval by the director, Procurement Services.

The splitting of transactions in order to circumvent these limits is not allowed. In instances when a purchase exceeds the maximum spending limit set for a particular PCard a temporary increase can be accommodated by submitting a PCard Change Request to Procurement Services.

Changes to spending limits, card cancellation, replacement of lost or stolen cards, or changes to a cardholders' profile are initiated through the PCard Change Request form which is submitted to the director, Procurement Services by the designated department spending authority.

Examples of acceptable and unacceptable purchases include:

  • vendors (including VORs) where the payment method is PCard
  • low value goods not available through Sm@rtBuy (York's on-line purchasing system) or from vendors of record (VORs)
  • couriers and delivery services
  • conference, seminar and registrations fees
  • professional membership and license fees (requires advance approval from Transaction Approver prior to processing)
  • advertising (ads for events, plays, etc.)
  • personal purchases
  • travel and hospitality (e.g. airfare, car rental, hotel, foods and beverage, alcohol)
  • cash advances, ATM withdrawals
  • controlled goods/substances including hazardous and radioactive materials, some chemicals
  • split transactions
  • staff gifts (flowers, baskets, gift cards, etc.)