College of Design Procurement Card Policy
12/08/2014
POLICY STATEMENT
The University provides a procurement card program which allows authorized employees (on payroll) to make
business-related purchases of goods and standard services. This policy outlines the operational use of the
procurement card program within the College of Design
REASON FOR POLICY
The purpose of this policy is to guide and define policy for all procurement card (PCard) holders in the College of
Design as well as support administrators so they can understand proper use, expectations, and consequences of
misuse of the University procurement card.
PROCEDURES
Applying for Procurement Card

Employee must obtain approval from the Department Card Administrator prior to taking training.
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Must complete the online training course and complete the Card Applicant Information section of the
PCard application, which is available once the online training course is completed.
Read Cardholder Agreement section of the PCard application and sign and date the application.

Obtain signed approval from a dean, department head, or designee.

Once signed, the PCard application should be sent to the Department Card Administrator.
Approving Procurement Card Activity


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Cardholder completes the CDES Purchase and/or Hospitality Request Form
Cardholder submits detailed receipts taped to an 81/2 X 11 sheet of paper
Form and detailed receipts are submitted to the CDES finance office for reconciliation within three days of
purchase or within three days of return from travel.
College of Design Budget & Finance Email for scanned documents
Deactivation of Procurement Card
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1st incident = coaching by Department Administrator for cardholder
2nd incident = coaching by Department Card Administrator (DCA) and Department Head for
cardholder.
3rd incident = deactivation of PCard
2nd deactivation = revocation of Pcard permanently
Reactivation of Procurement Card

Reactivation can occur only once, when coaching has occurred and cardholder has attended a University
sponsored orientation program. If deactivation occurs a second time, the Pcard is permanently revoked.
Dispute Process

Lost or missing card – report immediately any lost or stolen cards to bank (1-800-932-0036) and
Department Card Administrator
College of Design Procurement Card Policy
12/08/2014
CONTACTS
CDES Finance (Cardholders A – J) – Sierra Eastman
612-625-1797
CDES Finance Cardholders A – J) - Ebony Chunn
612-626-2087
CDES Cluster Director/ DCA –Stephanie Dilworth
612-626-6985
US Bank
800-344-5696
Examples of misuse
Notes
Late receipts or lack of detailed receipts
Detailed receipts are due within three days of
purchase or within three days of return from travel.
Purchasing unallowable or unauthorized items
See UM Procurement Card Policy.
Personal transactions
Procurement card is not to be used for personal
purchases
Splitting transactions to avoid PCard limits
Plan ahead. Pcard limits can be adjusted to allow
allowable and authorized purchases. Contact DCA
for increase (sdilwort@umn.edu)
Inadequate justifications
5 W’s are required: Who, What, When, Why,
Where
Missing receipts
Statement In-lieu of receipt form should be used on
an exception basis only.
PCard purchases also being turned in for employee
reimbursement/vendor payment
See UM Procurement Card Policy.
Loaning PCard to another individual to make
purchase
See UM Procurement Card Policy. This is fraud.
Don’t do it.
POLICIES
University of Minnesota Procurement Card Policy
Code of Ethics for Purchasing
Documenting Financial/Accounting Transactions for All Non-Sponsored and Sponsored Transactions
FORMS/INSTRUCTIONS
Procurement Card Application Process
Procurement Card Dispute Process
Statement of In lieu of Receipt
CDES Purchasing Form
FAQ
University FAQ
Tax Exemption Form