AMS - Purchasing Cards

The University approved charge card can be used by employees to pay for authorized purchases that are directly charged to the University. 

Reconciling Charges

After a transaction is made, the cardholder will need to provide documentation to the finance team.

1. Complete one PCard Receipt Information Form for each purchase.
   • Download the form before making any changes.
2. Collect/gather other documentation:
   • Itemized receipt of the transaction
   • Approval to use the account string (if applicable)
3. Submit the form and paperwork to the Student Finance Assistant.
   • Electronically: Email documents to psyfin@umn.edu.
     • Option: You can submit your full paperwork through MyWallet on MyU.  Follow this job aid for assistance.
   • Hard Copy: Place documents in the Document Drop Box outside S252 Elliott Hall
     • Note: This option is not the recommended option.

New to a PCard?

Getting the Card

• Discuss purchasing needs with your designated accountant.
• Complete training: Using the University PCard
• Fill out Section I of the Procurement Card Application Form (UM 1656).
• Return the form to your designated accountant

Using the Card

The PCard is used just like a normal credit card, with a few additional guidelines.

• Purchases are exempt from sales tax.  See the Sales Tax section for more information.
  • It is the cardholder's responsibility to ensure that only allowable purchases are made with the card.  Refer to the list of allowable purchases for more information.
• Travel expenses incurred once travel starts can not be charged
  • i.e. hotel, meals, taxi, airport parking, etc.

CLA 3-Strikes Policy

CLA has established this policy to support compliance with the university policy.

• There is zero tolerance for willful misuse of the PCard.
• After three violations in a 12-month period, the PCard will be deactivated.
  • Violations include, but are not limited to
    • Late reconciliations not submitted within departmental deadlines
    • Inadequate justifications
    • Missing itemized receipts
    • Paying sales tax inappropriately
    • Purchasing unallowable items
    • Seeking employee expense reimbursement for a transaction already claimed on a PCard
    • Splitting transactions to avoid the PCard limits

The UMN can purchase many items exempt from state and local sales taxes. In the state of Minnesota, this exemption does not apply to lodging, prepared food, candy, soft drinks, motor vehicles, waste disposal services, or alcohol. It is the buyer's responsibility to understand which items the University can purchase exempt from MN sales tax. The procedure for making University tax-exempt purchases in Minnesota is simple:

1. Use your University Purchasing Card
   Minnesota state statute requires that the University of Minnesota DIRECTLY PAY for any items purchased with the University's tax exemption. This means that the only acceptable forms of payment are the University issued purchasing card, University purchase order, and University issued check. The exemption CANNOT be used when an employee pays for items with their own personal funds (cash, check, or credit card) EVEN IF they will be reimbursed by the University later. Nor can the exemption be used with gift cards or gift certificates. Penalty for improper use of the University's tax exemption may be a fine to the user in the amount of $100 per transaction. An official U of M check is also considered direct payment. If the retailer will invoice the University or accept a purchase order, those payments will also be made via University check and are acceptable ways to purchase items exempt. Cash is never an acceptable tender when using the MN sales tax exemption, even if the cash was provided by the U of M department or through a cash advance.
2. Bring an ST3 Form
   The ST3 Form is the Minnesota Department of Revenue Certificate of Exemption. You can download and print a copy of this certification that is signed by the University Tax Director. Fill in the seller's name and address as appropriate. DO NOT change the address or name, though you may wish to draw the vendor's attention to the note regarding the billing/correspondence address at the bottom of the page.
3. Check for exemption numbers, accounts, or special procedures for some popular retailers.
   Some retailers have their own additional processes for verifying tax-exempt sales. Please review this list of some known retailers that have assigned the University customer codes or other important numbers, or who require specific procedures to be followed.
4. Inform the cashier of your tax-exempt status.
   This step is often missed. Remember to inform the cashier of your tax status before beginning your sale.

Additional Tax Information

• Catering
• Exemption Numbers/Accounts for Some Retailers
• Purchasing Alcoholic Beverages - Not Exempt
• Sales Tax on Construction Contracts
• Sales Tax Status with Other States
• ST17 Explanation
• Taxes on Airfare
• Taxes on Fuel
• VAT (Value Added Tax) Number

We encourage tipping as we want to make sure those doing us a service are properly compensated but when large catering orders come in, percentage tips can get expensive fast.

Please review and follow our Psychology Tipping Job Aid regarding tipping amounts.

A university-paid card program for travel-related purchases.

Reconciling Charges

After a transaction is made, the cardholder will need to provide documentation to the finance team.  This process is done through Chrome River.

New to a TCard?

Getting the Card

• Eligibility: Any employee (including graduate students) that travels three times or more a year are strongly encouraged to get this card.
  • 3 times may be recommended; however, the card can also be issued to a traveler who would otherwise be put under financial hardship by paying for travel out-of-pocket.
• To apply: 
  • Complete the first page of the Travel Card Application (UM 1888).
  • Submit the application to Donnie Wood (woodx399@umn.edu | S254 Elliott Hall)

Using the Card

The TCard is used just like a normal credit card, with a few additional guidelines.

• All purchases made with a TCard must be for the cardholder.
  • TCard holders cannot pay for another traveler's expenses.
• Meal per diems cannot be put on the TCard.
  • Meal per diems must still be paid out of pocket and then reimbursed.  See Expense Reimbursements for more information.
• Uses:
  • Airfare
  • Baggage Fees
  • Car Rental
  • Conference Registration
  • Ground Transportation (Uber/Lyft/Taxi)
  • Lodging
  • ParkingRental Car Gas

• Allowable and Unallowable Purchases
• Blocked Vendor Types
• Information on Minnesota Sales Tax
• Non-PO Related Payments
• Using the University Procurement Card
• CLA Procurement Card Guidelines
  • CLA Neighborhood: Procurement Card (PCard)