Authorized and Unauthorized PCard Purchases
For catering, food, beverage, and related supplies, refer to the Payment Matrix.
For questions, contact Corporate Card Services.
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Authorized
The following expenditures are allowed, subject to the $2,500 per transaction limit.
- Advertisements: Recruitment Posting (new online class/programs, research study participants, job postings on web/social media)
- Catering Supplies allowed up to $200 (e.g., cups, napkins, plasticware, and paper plates)
- Cell Phone Recurring Charges
- Charitable Contributions (e.g., fundraising galas or events)
- Computer Accessories (e.g., keyboard, mouse, chargers, cables, and projecotr bulbs)
- Dues - Professional, Civic, Community Org.
- Fines/Penalties (e.g., Government agency fines)
- Gifts- Flowers (*Limits apply. Refer to the University Gifts and Discounts to Employees (Policy ID 12353377)
- Government Agency Fees
- Journal Publications & Abstract Fees
- Licenses - Professional
- Magazines
- Meeting Amenities/Subsistence (*PCard allowed up to $200 for grocery stores. E.g., Not to be used for restaurants or fast food.)
- Membership - Professional Org.
- Permits
- Postage
- Phones (Request begins on a WD purchase requisition. Then charges applied to the PCard)
- Promotional Items- Follet Purchases* (promotions that require custom UM logo items must go through the PO process.)
- Registration - Conferences, Seminars
- Subscriptions - (e.g., books and magazines)
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Unauthorized
The following expenditures are strictly prohibited. Some items may be authorized on a one-time basis.
- All Contracts (PO)
- All Services (PO)
- Alcoholic Beverages (Contact the Purchasing Department and Risk Management)
- Animals and Animal-Related Purchases*
- Biological and Medical Products/Supplies (e.g. drugs, lab fees) (PO)
- Capital Equipment (PO)
- Catering (PO)
- Computer Hardware & Software
- Contracts (PO)
- Construction Renovation
- Consulting (PO)
- Copying/Duplicating (Contact Managed Print Services)
- Equipment
- Furniture (PO)
- Gifts/Gift Certificates/Gift Cards (For research participants only. Please refer to HR Policy University Gifts and Discounts to Employees (Policy ID 12353377).
- International Purchases*
- Leases & Maintenance Agreements
- Medical Supplies & Equipment
- Parking Fees*
- Patient Transportation (please create a PO using Lyft- UM wide contract)
- Personal Expenditures/Personal Items (whether intentional or a mistake these are not allowable, and a Misuse Form will need to be completed)
- Radioactive/Hazardous Materials (PO)
- Repairs (PO)- Medical Equipment
- Travel & Entertainment Expenses (Travel Card)
*Restriction may be lifted on a one-time bases upon approval. Contact Corporate Card Services at 305-284-2417.
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