- Cardholder – A designated CCC employee authorized to make purchases using the P-Card.
- HUB – Historically Underutilized Business – A minority, woman, disabled or veteran owned business.
- Monthly Credit Limit – The maximum dollar amount that can be charged per month.
- Over-the-Counter Purchase – A purchase made in person at the selected vendor’s location to expedite the purchase and receipt of goods.
- P-Card Administrator – The designated employee overseeing and coordinating the program for the entire college. At Carteret Community College, the Purchasing Agent will oversee this program.
- P-Card Application and Agreement Form (Enclosure 1) – The form used to request a P-Card.
- P-Card Receipt Exception Form (Enclosure 2) – The form to use when a receipt was not provided after a transaction or when a receipt was lost.
- P-Card Reviewer – The designated CCC employee who will review the P-Card Statements of Account along with the cardholder’s P-Card Monthly Reconciliation Form and supporting documents (e.g., receipts, credit memos, invoices, and packing slips) are in order. At Carteret Community College, the Cashier will be the P-Card Reviewer.
- P-Card Monthly Reconciliation Form (Enclosure 3) – The form used to reconcile your monthly Statement of Account with your receipts and assign account codes to specific purchases.
- Receipt - A written or electronic document that serves as proof of a financial transaction, typically issued by the seller to the buyer, detailing the goods or services provided, the amount paid, the date of the transaction, and other relevant information such as taxes, payment method, and contact details.
- Single Transaction Limit – The maximum dollar amount that can be charged for each purchase transaction.
- Statement of Account – The monthly statement provided by the issuing bank listing of all items purchased each month for a particular account/cardholder. These statements must be reconciled with the cardholder’s receipts for the month using the P-Card Monthly Reconciliation Form.
- State Term Contract – Pre-negotiated contracts awarded by product type to single and/or multiple vendors by the State Purchasing Office for various products/services most commonly and frequently used by NC agencies. Examples include office supplies, medical supplies, copier paper, tires, furniture, vehicles, etc.
- Vendor/Supplier – A company used by the cardholder to order and purchase goods and services.