The University of Minnesota sponsors a Corporate Card Program to enable employees to make certain business-related purchases for goods, standard services, and travel expenses costing up to $5,000 per transaction. The Procurement Card (Pcard) and Travel and Expense Card (T&E Card) have different uses and restrictions. See the Coprorate Card Program Overview for a side-by-side comparison of the two types of cards.
The UMD Controller’s Office coordinates purchasing card activities for the Duluth campus. Todd Kochmann (extension 6094) is the Duluth campus Department Card Administrator. Sara Fitzgerald serves as a backup in his absence.
Requests to temporarily increase purchasing limits should be directed to Todd Kochmann. These requests are only granted occasionally and are generally not authorized for purchases from vendors who are already established in PeopleSoft.
To obtain a PCard on the Duluth campus:
- Complete Using the University PCard training.
- Download the PCard application. This is the same application form linked to at the end of the training course, but pre-filled with Duluth-specific information.
- Fill out the application, have it signed by the department head or designee, and return it to the UMD Controller’s Office for the Department Card Administrator signature. The Controller’s Office will forward the signed application to the Twin Cities.
To obtain a departmental PCard for student use:
- Determine appropriateness of students spending U resources
- Select one staff member to be responsible for card and reconciling transactions in EFS
- In academic units, this should be the departmental support staff - not the faculty member - as it needs to be someone who is readily available and able to reconcile the charges.
- Have that staff member apply for a departmental pcard (page 2, check “Additional Card” if the staff member already has an individual card)
- The card will come with two identifying lines on it: the name of the department and the name of the employee who applied (previous step)
- Students who will have access to use the pcard should be leaders in the organization.
- Students will need to complete the online training session, Using the University Pcard. The department can pull them all together to watch at once and document names/student IDs that they were there and then talk through procedures and expectations for the card. The department is responsible to ensure all students who will have access to use the pcard have completed the online training session.
- Students sign the student specific application for the pcard use and the Purchasing Code of Ethics. Department retains the signed copies.
- Students check the card out from the responsible staff member and sign a log with anticipated return date of the card and receipts. Departments can maintain that log in any way that meet their needs
- When the student returns the card, they also submit receipts and full justification. The person who made the charge should sign the receipt before turning it in. If receipts and justification are not provided, the student must be made aware that the charge can be made against their student account, per the student specific application