Tools / Materials Needed
Internal Guidelines
- See complete Purchasing Cards internal guidelines.
- Purchasing Card Approval Deadlines
- Cardholder – required to document, submit, and reconcile all PCard purchases through SAP Concur by the 20th of the month
- Account Supervisor – by the 5th of the subsequent month
- Purchasing Card Supporting Documentation Reminders:
- Item descriptions should be listed on the invoice. If a clear description of items purchased is not listed on the invoice, please annotate it on the invoice. The description of “Supplies” is too vague, it would be better to list the actual item purchased such as “Copy Paper and Manilla Folders.”
- Include explanation if the invoice includes a name other than the Cardholder (e.g., “The Cardholder name is not included on the invoice, as she requested that her administrative assistant obtain an initial quote for the purchase. As the quote was acceptable, the Cardholder placed the order directly with the vendor.”)
- If the item may be construed as something that could be for personal use, please state item and business related usage.
Purchases Requiring Advance Authorization
- Extramural funds – The Cardholder must obtain prior approval from the respective Principal Investigator for purchases charged to extramural funds (except for meals, refreshments and travel) using the “Purchasing Card Authorization – Extramural Funds” form.
- Meals and refreshments using extramural funds – The Cardholder must obtain prior approval for meals and refreshments by completing OPRPM Form 56
- Meal, refreshments and protocol using special, revolving or endowment funds – The Cardholder must obtain prior approval for meals and refreshments or protocol items by submitting OPRPM Form 136
- Travel – Prior to incurring any travel related expenses (airfare, conference/registration fee, etc.) on a PCard, the traveler must complete a Travel Request/Advance using eTravel or the RCUH Financial Portal.
- Information technology – The Cardholder must obtain approval from the UHWO Information Technology Department for technology related expenses (i.e., hardware, software, peripherals and systems specifically used for UHWO operations, programs and other related services). See the IT Procurement Policies for additional information.
- Equipment (powered and non-powered), chemical, biological, or radiological Items – The Cardholder must obtain approval from Planning and Campus Operations for powered and non-powered equipment, chemical, biological, or radiological items to ensure that the items can be properly and safely accommodated, specifically concerning design/space requirements, utility needs, installation, maintenance, and safe handling. See the Environmental Health & Safety Office for additional information.
- University-owned indicia (name, seal, logos, etc. associated with the University) – Submit requests for use of University-owned indicia to the UHWO Communications Department. The Communications Department will review and route requests to the University’s Licensing Administrator for approval.