Due to University administrative policy or legal requirements, the use of the Procurement Card for the acquisition of certain equipment, materials, supplies and services will be limited. The categories are given below. If equipment, materials, supplies or services being purchased fall within the stated scope of the limitation (University business "ONLY"), the department may use the procurement card. Otherwise, the department should use the "requisition procedure" to initiate the purchase.
"STRINGING" (SPLIT PURCHASES): The definition of "stringing" (of Pcard transactions) is the attempt to bypass the individual cardholder's single transaction limit by asking the vendor to make charges to the card in increments below the limit in order to pay for the purchase. THIS IS NOT ALLOWED.
The single transaction limit for each individual cardholder has been set by either the Pcard default or by departmental request for an increase or decrease. This means that the TOTAL charge made to a vendor must encompass the entire purchase. Cardholders may never ask a vendor to bill in increments for a single order (60-day suspension, effective 10/30/07).
Consideration will be given to requests for “exception” in the use of the Pcard for prohibited purchases. ALL such requests should be made by email to the Director of Purchases, Nancy Ufert Fairless, firstname.lastname@example.org. Please include Budget Purpose information and approximate dollar amount. PCE# requests for limit increases require an email and completion of a Higher Transaction and Monthly Limit Request Form. Approval for “exception” purchases with Pcard must be in writing and filed with department records for those transactions. Upon approval, a PCE# will be assigned; this number must be typed in the "transaction notes" of the transaction detail.
Advertisements for personnel recruiting (staff/academic) and for promotion of the University may be made with Pcard. However, such advertisements require approvals, which must be received prior to ad placement.
Purchase of alcoholic beverages with Pcard is not allowed. Alcohol may be purchased only in compliance with University policy regarding use of alcoholic beverages.
Payment for non-emergency automotive repair by Transportation personnel ONLY may be done with Pcard.
Purchase of bulk fuel (automotive, aviation) is not allowed.
Payment for reproduction of business cards, which are University Marketing and Communications approved, may be made with the Pcard.
Purchases at University stores are not allowed with the Pcard.
Only Facilities Management personnel may purchase carpets and draperies for housing and student centers with the Pcard.
Use of the Pcard for cash advances is not allowed. REFUNDS should be made TO THE CARD.
Payment with Pcard to "charter" a bus or airplane is not allowed.
Use of the Pcard with coin-operated devices is not allowed.
Purchase of computer equipment (the requirements of equipment purchases are still required) may be done with Pcard; however, you need to email the specifications and quote to email@example.com prior to purchasing with your Pcard. ITS will only support computer equipment approved by ITS. All laptops must be capable of being encrypted. ITS will review the specs and respond with their approval. (9/22/14).
Purchase of computer software by Pcard is allowed ONLY if the vendor does not require a lease agreement/contract to be signed by an authorized University representative; however, you need to email the specifications and quote to firstname.lastname@example.org prior to purchasing with your Pcard. All software-as-a-service (i.e. cloud) purchases (with a Pcard or purchase requisition) will be required to provide the following for review: SSAE-16, which is an attestation that the vendor meets the service requirements set forth by industry standards; a copy of the data backup policy; a copy of the data security policy; a copy of the service level agreement; a clear statement about data ownership in the contract; and a data breach notification clause. ITS will review the specs and respond with their approval. If you need help with these items, please contact ITS at the email@example.com email (9/22/14).
Use of the Pcard is not allowed.
Payment of consultant, independent contractors, and speaker fees or honorariums with Pcard is not allowed; such payments may require contracts and IRS reporting and must be done by requisition.
Unauthorized individuals may not sign contracts or commit to multiple payments. Authority to sign all such contracts is limited to the Director of Purchases.
Only medical/dental personnel, having the proper registration number, may use Pcard to purchase controlled and prescription drugs.
Payment for conferences, meeting facilities and lodging may be made by Pcard unless a written contract is required.
Use of the Pcard for donations is not allowed.
Purchase of ethyl alcohol with the Pcard is not allowed.
Purchase of equipment may be done with Pcard; however, a single piece of equipment may not exceed $3500 (10/1/09) including shipping/handling. Capital equipment is defined as a single item costing $1000 or MORE. Equipment costing $500 or more must be tagged with SIUE numbered tags and recorded in fixed asset inventory (30-day suspension, effective 5/30/07).
Payment of fines, late fees or penalties with the Pcard is not allowed.
Purchase of flowers for University business ONLY may be done with Pcard. Flowers for funeral and hospital "Get Well" arrangements are NOT ALLOWED unless charged to a FOUNDATION or AGENCY account (non-University funds). A Pcard exception number is required for Foundation and Agency Accounts.
Purchase of food with Pcard for University sponsored meetings involving "outside" personnel is allowed in the scope of "University business" and must be in compliance with University policy. Refreshments for retirement receptions up to $250 is allowed and must be in compliance with University policy. Purchase of individual meals is not allowed on Pcard unless charged to a Foundation or Agency account (non-university funds). A Pcard exception number is required for Foundation and Agency Accounts.
Purchase of food and beverage equipment with Pcard is allowed for regular office use after the department has obtained approval from the Chancellor or appropriate Vice Chancellor.
Payment with Pcard for travel expenses and non-travel purchases when in a foreign country is allowed.
ONLY Foundation personnel may pay Fundraising costs with Pcard.
ANY NEW FURNITURE PURCHASES EXCEEDING $500 MUST INCLUDE A NEW FURNITURE PURCHASE FORM.
Furniture requiring Vendor assembly, installation and setup is not allowed and should be purchased through the requisition process to ensure all protocol for insurance and labor requirements are followed.
A single item of furniture up to $3,500 including shipping and handling and not requiring Vendor assembly or installation is allowed. Uncrating, assembly or installation to be completed on site after delivery should be coordinated with Facilities Management through service request found here http://www.siue.edu/facilities/serviceguides/index.shtml on the Facilities Management website. (effective 5/1/2015)
Illinois State Law requires that prior to the purchase of new furniture, departments should first check with the State of Illinois Surplus Property Warehouse to see if any surplus furniture can be utilized. This is only required if the individual item(s) or combined unit(s) value exceeds $500 or more. Contact Springfield Surplus Property at 217-782-7786 for compliance, or email Kent Guthrie at firstname.lastname@example.org.
Purchase of gasoline is not allowed on PCard.
1) Gasoline for University vehicles (or rental vehicles contracted through Transportation Services) may be purchased using a fuel card provided by Transportation Services. If the traveler fails to obtain a fuel card prior to leaving the University when using a University vehicle or rental vehicle through Transportation Services, gasoline must be purchased "out of pocket" by the individual (not using a Pcard). Forward the original receipts to Transportation Services along with your name, address, employee's 800 number and reason for the trip to receive reimbursement.
2) Gasoline for rental vehicles not contracted through Transportation Services (in compliance with University Policy) may be purchased by obtaining a fuel card prior to travel from Transportation Services. If the traveler fails to obtain a fuel card prior to leaving the University, gasoline must be purchased “out of pocket” by the individual (not using a Pcard). Gasoline expense will be reimbursed on a Travel Expense Voucher with original receipts attached.
3) Gasoline for personal vehicles must be purchased "out of pocket" by the individual. You cannot use your P-Card or fuel card. Mileage should be claimed instead of the actual gasoline expense and will be reimbursed by submission of a Travel Expense Voucher. Please see travel guidelines - mileage. (Gasoline can be reimbursed in lieu of mileage if the cost of gasoline is less expensive than the mileage.)
*Please note: A fee for the fuel card is charged by Transportation Services. http://www.siue.edu/ap/travel_voucher_guideline_07_08.shtml
None - A Pcard exception may be granted (by email to Director of Purchases) with use of a Foundation account. (60-day suspension, effective 5/19/08). A Pcard exception number is required for Foundation and Agency accounts. Use of a grant account will require Grant Department approval prior to the request for PCE#.
All chemical purchases, no matter what the use, must be entered into the p-card system using the Object Code 4627 - chemicals. This is the only code to be used when paying with your p-card. Environmental Health & Safety will be tracking all chemical purchases via the p-card system, which will be identified by using the Object Code 4627. If you have any chemical related questions, you may call any of the Emergency Management & Safety staff members x 3584. In the transaction notes of the p-card system you must state the unit of measure, the name of the item and where it will be located. Emergency responders need to know what chemicals are located on campus and where.If the proper Object Code is not used to identify the purchase of chemicals, your p-card may result in suspension or cancellation. (effective 4/1/2013)
Payment with Pcard for guest lodging is allowed and must be in compliance with University Guest Expense/Food Policy. Guest meals may be billed directly to the Department or paid for by guest or University employee who will then be reimbursed.
Purchase of imported goods by Pcard is allowed; however, such purchases may generate unforeseen problems and could result in receipt of unsatisfactory goods, non-receipt of items ordered and difficulty in obtaining credits, exchanging goods and returns.
Payment of interest or finance charges is not allowed with Pcard.
Internet purchasing is allowed but cardholders should limit internet purchasing to reputable vendors that offer secure websites. Cardholders should also be aware that internet purchasing might not allow the vendor to honor SIU's tax-exempt status. If you cannot select tax exempt on the website then call or email the vendor to ensure your transaction will be tax exempt.
The University negotiates contracts with various vendors (OFFICE MAX, Illinois Public Higher Education Cooperative (IPHEC), etc.). Items, which can be purchased through these contracts, should not be purchased from other vendors. If the vendor CANNOT provide the requested item, cardholders may go elsewhere. University policy requires that office supplies be purchased from OFFICE MAX online with Pcard in order to receive the University discount and desktop delivery. OFFICE MAX will match lower pricing (when documented) for "same item" purchases.
Payment with Pcard for labor involving prevailing wage rates is not allowed.
Payment of leases and rentals with Pcard is not allowed. Rental/lease of equipment, materials, services or supplies may be allowed if the rental or lease will not result in multiple payments. However, a Pcard should not be used if vendor requires a rental/lease agreement or any contract to be signed by an authorized University representative.
Purchase of live animals with Pcard is not allowed. Such purchases must have approvals from the Institute for Animal Care and Use Committee. Contact Linda Skelton (ext. 2958) in Research and Projects for information regarding filing protocol with the department.
Payment of lobbying costs with Pcard is not allowed.
Payment with Pcard for rental of lodging or housing is not allowed.
Pcard purchase of a maintenance agreement may be made with purchase of the item for which the maintenance agreement is required.
Payment to performers with Pcard is not allowed. Such payments may involve contracts, IRS reporting, insurance, etc. and must be done by purchase requisition.
NONE – REGARDLESS OF INTENT TO REPAY THE UNIVERSITY. We understand that these types of purchases may be made in error, great care should be taken to ensure your Pcard accounts and transactions remain separate from your personal accounts and transactions. Please be advised that repeated violations could result in suspension or revocation of your cardholder privileges.
Certain items purchased for re-sale to employees may be permitted. Contact Purchasing to determine allowability of the planned purchase and to obtain a PCE#, prior to the purchase.
Purchase of "non-traceable" postage such as stamps is not allowed. Documented freight charges can be charged with Pcard. Items for return, which have been obtained with a purchase order, must be returned through Expediting and Central Receiving.
Payment for professional and artistic services with Pcard is not allowed.
Purchases, which involve trade-in of University property, are not allowed on the Pcard.
Purchase of radioactive materials with Pcard is not allowed.
Labor to repair equipment or materials may be paid by credit card if the total amount of repair is less than $3500 (or card single transaction limit) and the amount is known beforehand based on a firm written quote from the vendor. Vendor must meet insurance requirements for service on campus. Contact Jennifer Cox at ext. 2859, or check the University website (www.siue.edu/purchasing) for this information.
University service departments must be utilized whenever possible. Cardholders should not use the Pcard to pay for these services from "outside" vendors. The Pcard may be used to pay for photocopies when it is the only means of obtaining the required document (not multiple copies). Before having stationery materials, logos, University Seal and business cards printed by off-campus sources, users must obtain written confirmation from the Director of University Marketing and Communications that the proposed materials conform to the specifications that the University requires.
Purchase of space heaters is not allowed.
Payment of “Entertainment” costs may be paid with Pcard but must be directly related to University business; Educational experiences; i.e. admission to museums, science center, theatrical and symphonic productions, etc. Examples of “Entertainment” not considered directly related to University business: tickets to movies, concerts, laser tag, etc. these purchases will require a PCE#. NO personal entertainment is allowed on the Pcard.
Payment with Pcard for attendance at student events, and for tuition, scholarships or stipends is not allowed.
Telecommunication Services provides both equipment and installation. Cell phone service should not be paid with the Pcard. Questions regarding cell phones be directed to Terry Meredith (ext. 5777) or mailed to Box 1068. In addition, questions/requests for data/networking equipment and installation should be directed to Dan Chace (ext. 3373). Exception requests regarding purchase/payment for phone service should be mailed to the Pcard Program Administrator or the Director of Purchasing and, if approved, will be assigned a PCE# which must be shown in either the "transaction notes" of the transaction detail.
Travel and travel-related expenses may be charged on the Pcard - NO MEALS. Details of traveler information such as "who", "where" and "why" shown in the "transaction notes" of the transaction detail. Cardholders may also pay for rental cars with Pcard. Purchase of gasoline is not allowed on Pcard. Gasoline for rental cars can be purchased on a fuel card provided through Transportation or must be purchased by the individual; the mileage will be reimbursed by submission of a Travel Expense voucher. Meals must be paid for by the traveler and reimbursed by Travel Expense Voucher. Payment with Pcard of any travel expenses for NON-RESIDENT ALIENS is not allowed.
Payment with Pcard of tuition for employees is not allowed.
Payment of utilities with Pcard is not allowed.
Vehicle purchases with Pcard are not allowed.
Vehicle rental with Pcard, in compliance with University policy, is allowed. A fuel card will be provided when rental cars are contracted through Transportation. When using a University vehicle, use the "fleet" cards (supplied with the vehicle) to purchase gasoline.
The University has a membership to Sam’s Club. Company cards are available in the Purchasing department and can be obtained by staff for department use. Individual memberships are not allowed.
Purchase of weapons and ammunition with Pcard is not allowed.
ORDERS DELIVERED TO THE UNIVERSITY MUST BE DELIVERED DIRECTLY TO CARDHOLDER AT INDIVIDUAL OFFICE LOCATION. All packages should indicate cardholders name, building, and room number. If the package hasn't been delivered after a reasonable amount of time after the promised delivery date, please contact the vendor to find out how it was shipped, when it was delivered, a tracking number, and who signed for the package. This will aid in tracking the package. If the package has been delivered to the dock, this information will assist personnel to locate the package. If delivered to the loading dock, packages must have adequate identification to reach cardholder. The Loading Dock has no tracking capabilities through the Pcard System but personnel will make every effort to identify and deliver items charged on Pcard that are delivered to the loading dock.
The Pcard may not be used to make purchases from (1) University employees, their spouses or children, (2) business concern(s) of which an employee (spouse or children) is a sole or principal owner, or (3) corporations of which an employee (spouse or children) is a major officer or primary employee. It is not necessary to question every vendor in this regard.
PAPERWORK KEPT ON FILE IN DEPARTMENTS MUST SATISFY AUDITOR'S REQUIREMENTS. Related receipts must be attached to the monthly statement on which charges appear. Documentation must be retained for six (6) prior years plus the current year.
* University employees may not, by their signature or purchase, in any way obligate or indemnify the University. Unauthorized individuals may not sign contracts or commit to multiple payments. Authority to sign all such contracts or purchase orders is limited to the Director of Purchasing. Such purchases must be made by "requisition procedure" through Purchasing. Contracts and agreements may require legal review and purchasing signature.
** Additional permission or approval of purchases (for use of an account for which Approver is not fiscally responsible, Vice Chancellor approval, etc.) Should be acquired via email which may then be printed out and kept with transaction records.