Guidelines

Obtaining a Card

Departments and Schools will determine who may request cards. Cards may only be issued to University of Maryland, Baltimore (State) employees.

To obtain a card, the cardholder (or departmental designee) must complete the Cardholder Agreement Form, providing all required signatures, the default account combo, and information for any reallocation delegates who will be assigned. The original copy of the agreement should be forwarded to the Assistant Director, Business Development Programs for processing.

In addition to the Cardholder Agreement Form, the online Quantum Financials User Authorization Form must be completed for all cardholders, reallocation delegates and authorized reviewers to access the Quantum Expenses module. All cardholders must have access to view and validate loaded card transactions, even if a delegate will complete the reallocation process.

The completion of a mandatory PCard training course (available online) is required prior to obtaining a card. Applicants will be notified when cards are ready to be picked up from SSAS, Saratoga Offices, 220 Arch Street, Rm. 02-100. 

Card Security

The cardholder must secure and control the card at all times. Every effort should be made to secure all account information. This includes reports, statement packing slips, and receipts. Paper documents containing the PCard account number, such as fax order forms, should be shredded, destroyed, or redacted appropriately as soon as the information is no longer required. No one other than the designated cardholder is authorized to use the card for any purpose. Sharing the card, or card number, may result in loss of card privileges.

Sales Tax Exemption

The PCard states that UMB is sales tax exempt and lists the exemption number. All in-state and many out-of-state vendors honor this exemption. If required by the vendor, a copy of UMB’s Tax Exemption Certificate may be provided. If sales tax is paid in error, cardholders are expected to make reasonable attempts to obtain a refund, and document unsuccessful attempts for audit purposes. Please contact the Assistant Director, Business Development Programs or the SSAS office at (410) 706-7880 for additional help regarding sales taxes.

Purchase Limits

All PCards have a $4,999 Single Purchase Limit unless the cardholder’s Department/School has imposed a lower limit. “Splitting” purchases to circumvent this limit is prohibited. Departments/Schools may set additional restrictions relating to monthly dollar limits and daily and monthly limits on the number of transactions.

Limitations and Procurement Regulations

All purchases must be made in accordance with applicable laws and regulations, including but not limited to, the University System of Maryland (USM) and UMB policies and procedures, which are found in summary form on the SSAS website.

In accordance with Maryland purchasing regulations, splitting purchases to circumvent the single transaction limit is prohibited. All transactions greater than $4,999 must be submitted via requisition to SSAS for processing.

Cardholders or other department representatives are not authorized to sign vendor contract documents. Such documents must be reviewed and signed by authorized officials in SSAS.

Purchases that are Automatically Denied 

The State prohibits certain Merchant Category Codes (MCCs) from PCard use. These restrictions will be automatically invoked if applicable during the purchase authorization process. Examples include, but are not limited to, the following:

  1. Money – Wire Transfers, Financial Institutions, Security Brokers, etc. Cash Advances are Strictly Prohibited.
  2. Transportation – Airlines, Railroads, Buses, Tolls and Bridges, Local Commuter Transport, Cruise Lines, Boat Rentals, etc. Note: Bus charters may be allowable when necessary to conduct UMB business, but bus tickets for individual business travel may not be purchased.
  3. Personal Services – Beauty and Barber Shops, Health and Beauty Spas, Massage Parlors, Photo Studios, Funeral Services, Tax Preparations, Counseling Services, etc. 
  4. Entertainment – Motion Picture Theaters, Amusement Parks, Bowling Alleys, Betting, Golf, Recreation Services, etc.
  5. Miscellaneous – Package Goods Stores (Beer, Wine & Liquor), Duty Free Stores, Court Costs, Pawn Shops, Jewelry Stores, Cigar Stores/Stands, etc.
  6. Dining – Restaurants, Bars/Taverns/Lounges/Discos, and Fast Food. Note: Catering may be allowable when necessary to conduct UMB business, but the transaction will decline unless the vendor is designated as a Caterer (MCC #5811)

A full list of blocked MCCs can be found on the State’s General Accounting Division website.

Purchases that are Monitored

The following types of transactions will not be automatically rejected if purchased on the card, but are prohibited and will be monitored for compliance:

  1. Gift Cards are not to be purchased with the PCard. If you use your State issued PCard to buy gift cards, your card will be canceled immediately.
  2. Gifts, rewards, contributions and donations (e.g., retirement gifts, flowers for coworkers or relatives, holiday cards and gifts).
  3. Fines and Tickets (e.g., speeding, parking)
  4. Personal use items (e.g., coffee, paper plates, food, utensils) not related to UMB business.
  5. Memberships – Cardholders are prohibited from purchasing a store membership (e.g., Costco, Sam’s Club and BJ’s Wholesale Club) with their purchasing card. When a cardholder signs up for an account with a company (e.g. Amazon) a separate account is to be used. A cardholder may not use their personal account for State business. 

Purchases that are Allowed but subject to limitations imposed by additional policies

Several categories of purchases are allowable on the PCard, but are subject to requirements and limitations imposed by additional policies. Examples include, but are not limited to, the following:

  1. Catering – Food purchases for events with an allowable business purpose may be allowable on the PCard. However, these purchases must follow UMB’s Food Policy and Procedures. For example, purchases must be well documented with the purpose of the function and list of attendees by name and affiliation. Events which are primarily social in nature (e.g., retirement and holiday parties) are not allowable. Costs for alcoholic beverages may not be included under any circumstances. You can use any Caterer for your approved University event but remember to verify the vendor’s merchant category code is 5811 for catering. To see a list of approved Caterers, please see the Example List of Caterers used 2018.
  2. Travel – Certain expenses for authorized business travel, such as hotel and rental car charges, may be allowable on the PCard. However, these expenses must comply with all aspects of UMB’s Travel Policy and Procedures. For example, hotel charges must be supported by an approved copy of the applicable Travel Request eForm, and may not include incidentals (e.g., room service, minibar, movie rentals). 
  3. Furniture – State regulations require UMB to purchase furniture from Maryland Correctional Enterprises. Contact SSAS to discuss your furniture purchases or to inquire about a waiver. Contact information for the Furniture Buyer can be found by reviewing buying assignments.
  4. Moving Expenses – Payment of Employee Moving and Relocation Expenses is processed via Payroll and is never permitted on the PCard. However, it is acceptable to use the PCard to pay moving vendors for other business purposes (e.g., moving lab equipment).
  5. Non-Capital Assets – Certain equipment purchases are subject to UMB’s Non-Capital Asset (NCA) Policy and Procedures. The NCA Procedures include requirements such as affixing a UMB asset tag to NCAs, allocating NCA purchases to Object 3953, and recording certain designated NCAs in the Employee Equipment Acknowledgment Form (EEAF) system. Implementation of this policy varies by department; therefore, your inventory custodian should be consulted to ensure compliance. 

Card Renewal

US Bank will reissue cards every 48 months to each active cardholder. Cardholders will be notified to pick up reissued cards from Strategic Sourcing and Acquisition Services, Saratoga Offices, 220 Arch St.

Surrender of Card

The card remains the property of US Bank and must be surrendered immediately upon termination of employment, change of department, or upon request for any reason by an authorized person (such as your Supervisor, Assistant Director, Business Development Programs or PCPA). All paperwork for the final month should be completed to the fullest extent possible. Please see Closing Out a P-Card for complete steps. The cardholder must return the card to SSAS in person and sign the appropriate paperwork for surrendering the card. The Assistant Director, Business Development Programs must be notified of any cardholders on extended leave, so the card may be temporarily suspended. 

Changing Card Limits and Updating Cardholder Information 

Card limits and other information such as address, phone number, name of the authorized reviewer, etc., may be changed by the appropriate departmentally authorized person forwarding a PCard Account Maintenance Request Form in conjunction with the Authorized Reviewer Form and the Delegate Access Form to the Assistant Director, Business Development Programs. The final determination on cardholder limits rest with the Assistant Director, Business Development Programs and the PCPA.

Procurement Regulations

  • All purchases must be made in accordance with applicable laws and regulations, including but not limited to, the University System of Maryland (USM) and UMB policies and procedures.
  • In accordance with Maryland purchasing regulations, splitting purchases to circumvent the single transaction limit is prohibited. All transactions greater than $4,999 must be submitted via requisition to SSAS for processing. 
  • Cardholders or other department representatives are not authorized to sign vendor contract documents. Such documents must be reviewed and signed by authorized officials in SSAS.

Vendor Incentives

The acceptance of gifts, gratuities or kickbacks is prohibited and these are often disguised as incentives provided to you personally as a result of a University purchase. Keep in mind, employees cannot personally benefit from a UMB purchase. State employees have been fired and prosecuted for acceptance of personal incentives. Protect yourself and UMB by declining personal gifts, gratuities, kickbacks and incentives offered by vendors. If incentives are unavoidable or received in error, document supervisory involvement and proper disposition (e.g., return or business use) of the items.

 

 

Corporate Purchasing Card Misuse

Accidental Purchases

The PCard may not be used for personal purchases. If a cardholder accidentally makes a personal purchase, they should immediately contact the vendor for a refund. If a vendor refund is not possible, the cardholder must reimburse UMB promptly. A personal check should be made out to the University of Maryland, Baltimore. Deposit instructions can be found on the Student Financial Services. Documentation of the deposit must be filed with the monthly PCard documents. 

Consequences of Failure to Comply 

Failure to comply with the requirements of this User’s Guide carries consequences. Purchasing gift cards or sharing the PCard may result in immediate and permanent loss of card privileges. A written warning and/or temporary suspension will generally be issued for most other violations; however, intentional, pervasive or continued (following a warning) misuse may also result in a terminated card. 

Related Policies and Procedures

In addition to the provisions outlined in this User’s Guide, purchases paid by PCard must also comply with all applicable policies and procedures. Cardholders are expected to familiarize themselves with any relevant policies before making purchases; violations may result in consequences as described in the preceding section. Each Standard Operating Procedure document lists a point of contact for questions related to that policy and procedure. MAS can also provide assistance. 

Purchasing Card Abuse

  • If an employee abuses the PCard privileges or the provisions of the Corporate Purchasing Card Program Agreement, the card may be cancelled and the employee subject to disciplinary action up to and including dismissal. Falsifying or altering documents in order to conceal or misrepresent a purchase will result in immediate termination of the card. 
  • In addition to the sanctions described in the preceding paragraph, the state reserves the right to refer instances of abuse that violate other statutes to the appropriate law enforcement agency.
  • The state reserves the right to collect from the employee the cost of any purchases that do not further the business of the state. The collection may be accomplished through payroll deduction or any other collection process.
  • Report Fraud, Waste, and Abuse