Purchases Requiring Additional Approvals

There are specific items that cannot be purchased using the PCard unless approval is provided prior to purchase. To request approval, please email PCard Administration . These items include, but are not necessarily limited to, the following:

Purchase	Obtain Pre-Approval Form	Notes
Agreements/Contracts	PCPS	Purchases that require execution of an agreement
Drones	ITS	Certain manufacturers are restricted based on American Security Drone Act. All Drones/Unmanned Aircrafts (“UAC”) must have prior ITS Purchase Request approval before purchasing.
Furniture	PCPS	Furniture requires prior approval from PCPS if not purchased through Mountaineer Marketplace. Purchases must also meet the WVU’s fire code. Please reach out to Environmental Health and Safety with questions.
Gift or other cash products	PCard Administration	If grant-funded, all applicable rules & regulations must be followed. For instructions on requesting approval, please visit: https://procurement.wvu.edu/employees/pcard
Purchases/Payments $10,000 or greater	PCard Administration (or Procurement)	Except for association dues, hospitality expenses, library subscriptions, shipping (UPS, FedEx, UPS), travel expenses, and utilities for cable, internet, and telecom.
Software, Hardware, Services, Consulting, Cloud Hosting, etc.	ITS	Approval can be obtained online at: https://procurement.wvu.edu/employees/purchases/goodsorservices/technologypurchases
Streaming services (e.g. Hulu, Netflix, ESPN, Disney Plus, Spotify, Pandora)	PCard Administration	Email PCard Administration for approval prior to purchase.
Use of personal account for business purchases at an online merchant/retailer	PCard Administration	Email PCard Administration for approval prior to purchase. Purchases using the WVU PCard must also be approved by the WV State Auditor’s Office (PCPS PCard Administration will submit that request).
Weapons and Ammunition	PCard Administration	Approval from the University Police Department (UPD) Email PCard Administration for approval prior to purchase. Include the intended use, how the items will be stored, who has access, and any controls that will be in place.

If you have any questions, please feel free to contact PCard Administration.