DOLLAR LIMITS

VISA monthly credit limits are initially set at $10,000. The monthly cycle runs from the 28th day of the month through the 27th day of the following month. Requests for higher spending limits need to be made in writing and approved by the card holder's department administrator. These requests can take place in the form of an e-mail or memo. Requests should be sent directly to protrav@uiowa.edu or call purchasing 335-0115.

Single transactions may not exceed $5,000.

Single Transaction is defined as one or more items purchased from the same time from the same vendor on the same day. Orders intentionally split to circumvent the $5,000 transaction limit, violate University Policy.

Single Transaction limits do not apply to travel, conference registration fees, or advertising costs. When these costs exceed the $5,000, transaction limit we will have to be notified to raise the limit or the transaction will be declined by the bank.. All requests should be made to protrav@uiowa.edu or call purchasing 335-0115.

PURCHASE INCENTIVES

At times University purchases may result in cash or cash-like value incentives.  The cash and/or incentives are the property of the University and may not be used for personal gain.  Examples of such incentives include, but are not limited to: rebates, gift cards, two-for-one purchases and spend rewards.  The University recommends that cardholders not participate in these promotional offers. It's the responsibility of the cardholders department to be assured that any monetary or cash incentive reward received as a result of a University of Iowa purchase becomes the property of the University.  Contact the Accounts Payable Department if further clarification is needed. 

PURCHASING CARD RETURNS

Any item that is returned, must be returned for credit. Do not accept a refund in cash or in-store credit for another purchase.

PREFERRED VENDORS

Office Supplies:

General Stores is the University’s main vendor for office supplies. Items can be ordered as a Catalog Order in PReqs. General Stores has also contracted with OfficeMax to furnish office supplies to the University of Iowa. OfficeMax orders may be placed via eBuy or PCard. Contact General Stores at 384-3917 with any questions or concerns or visit their web site at www.uiowa.edu/~fusmm/stores/ustores.html

Travel Agencies:

The University has two preferred travel agencies. Take advantage of their services to save you time and ensure you receive all the discounts available to University of Iowa business travelers.

Meacham Travel Services - www.meachamtravel.com

229 E. Washington, Iowa City, IA 52240
351-1360, Fax 351-0710

Winebrenner Red Carpet Travel - www.winebrenner.com

755 S. Gilbert Street, Iowa City, IA 52240 351-4510, Fax 351-3152

C319 GH 384-7100, Fax 384-7087

Airlines:

Northwest Airlines offer discount rates for University employees traveling on University business. These discounts can only be obtained by using the preferred University travel agencies listed above.

Car Rental Agencies:

National Car Rental has entered an agreement with the Big Ten Universities. To take advantage of these discounted rates go to http://www.uiowa.edu/~fustd/travel/Trav Pref Vendors/pref_vendors.htm

EXAMPLES OF ELIGIBLE CHARGES

• Airline Tickets
• Car Rental (Travel)
• Conference Registrations - Departments must provide a copy of the registration form, travelers' name, social security number, trip dates, and conference location.
• Copier lease and maintenance payments-this does not include equipment purchases. Contracts will still need to be signed by the Purchasing Director.
• Copying charges - those that are business related and incurred while traveling.
• Express Freight (Federal Express, Airborne Express, etc.)
• Fax and Telephone charges - those that are business related and incurred while traveling.
• Foreign Transactions - The $20 foreign draft fee charged by the bank is eliminated.
• Ground transportation - Travel related (i.e. taxi, shuttle service)
• Hotel Deposits
• Interdepartmental Expenses (where the Procurement card is accepted)
• Lodging - room, room tax, telephone access charges
• Meals - Business and Individual - see food.
• Memberships (non-UIHC staff)
• Monthly Service Fees (i.e. cell phones, pagers, exclude those processed by FSG)
• Phone orders
• Subscriptions

EXCLUDED CHARGES

The excluded items are not to be purchased with The University of Iowa Procurement Card per University policy:

• Airline Club Membership – Up to 50% of Airline Club membership fees may be reimbursed for University of Iowa business travelers who average more than 10 university business trips per year.  This expense may be charged ONLY to Fund 520 gift accounts or Fund 950-997 agency fund accounts.  Because the full cost cannot be charged to the University, this expense may not be charged to a University Procurement Card.  Individuals must pay for the full cost initially and request reimbursement for up to 50% of the cost.
• Alcohol – Alcohol is only allowed on a Procurement Card if:
  • the expense is incurred while hosting a conference and the conference participants’ registration fees are actually paying for this conference expenses. The conference needs to be organized through and paid for by University of Iowa Center for Conferences and Institutes.
  • the department is participating in the pilot program
• Alumni and Fund Raising Expenses – These should be paid directly by the foundation
• Animals
• Automotive Repairs – Pertains to personal vehicles or vehicles owned and operated by Motor Pool.
• Business Cards - See Copying
• Capital Equipment
• Cash Advances - May be allowed if you are participating in the pilot program. Currently only select cardholders are part of this program in conjunction with Accounting Services.
• Copying – The official printing and copying purchaser for The University of Iowa is the Printing Department. This is mandated by law (Chapter 5 of the Iowa Code, Administrative Rules, Printing Division, Department of General Services, of the State of Iowa); and by the Operations Manual for The University of Iowa. All purchasing of printing, copying or related products must be routed through, and purchased by The University of Iowa's Printing Department. For all of your printing and copying related needs contact the Printing Department at 384-3700 and you will be assigned a Customer Service Representative. You can visit the Printing Department web site through The University of Iowa Business Services or directly at www.uiowa.edu/~printsvc .
  Photocopying may be purchased if needed when out of town on University business. *
• Cylinder Gases and Liquid Nitrogen
• Gasoline – Pertains to personal vehicles or vehicles owned by Motor Pool. Vehicles obtained through Motor Pool must use the Motor Pool gas card. However, the purchase of gasoline to fill rental trucks to move University property is allowed.  
  Gas can be purchased on the Procurement Card when traveling and using a rental vehicle. *
• Gifts for Staff – Gifts, flowers and tickets, for staff members or their family members. (See the University Operations Manual, Part V, Chapter 11, Section 11.25.)
• Leases, Rentals of Equipment – Long-term leases and rentals of equipment (6 months or longer).  Exception to this is leasing of copy equipment (please see section under eligible charges)*
• Leases, Storage – Any lease of property including storage space.
• Personal Expenses at Hotel – Movie charges, personal phone calls and spa charges
• Personal Items – Be sure to store the card in a safe location. The card should not be carried permanently in a purse or billfold because of the possibility of its use in place of a personal credit card. Personal expenses processed on The University of Iowa Procurement Card are considered to be in violation of the Procurement Card guidelines and can be punished by cardholder termination for any flagrant misuse. If the card is inadvertently used for personal expenses, the individual will need to send a check or a copy of the Money Received Form with their PCV.
• Printing – See Copying
• Radioactive Materials
• Telephones, Related Equipment – Telecommunications provides the University with their phones and related needs. If your need can't be met through Telecommunications then another provider can be used.
• Weapons, Ammunition

 

* These charges maybe allowed if expense is travel related.

FOOD PURCHASES

The Procurement Card may be used for the purchase of food in certain instances. The general rule is that food may be purchased if the primary purpose of the event is for the benefit of the University, rather than for the benefit of the individuals in attendance. A clear University purpose for incurring the expense has to be documented in writing.

A written justification documenting a clear University purpose for incurring the expense.  The justification should include an explanation of why food or beverage was required at the meeting if it is not evident by the nature of the event.

Examples of acceptable use of the Procurement Card for food purchases:

• business meetings
• conferences
• recognition events
• recruitment
• training
• new employee orientation
• lectures, symposia, presentations
• student orientation and support events

UI Cardholders, who currently have travel permissions on their procurement card, will be allowed to use the procurement card to purchase meals while in travel status. 

• The following requirements as outlined in the University of Iowa Operations Manual will be enforced. www.uiowa.edu/~fustd/travel/Domestic Travel/domestic_travel.htm#Meal Guidelines
• The traveler must only charge actual meal expenses and is limited to the daily allowance for the city traveled. 
• Expenses for alcohol are not allowed.
• Any meal expense in excess of the daily allowance will result in payroll deduction.
• Repeat overages of the daily allowance may result in card privilege restrictions.
• All travel related meals must be reconciled to a trip created and approved in ProTrav.
• If a meal is determined to be travel related and not associated to a trip, the voucher will be returned to the cardholder and/or reconciler for edits.
• Travel receipt policy applies - receipts for individual meals are not required to be attached to the voucher, unless the purchase is $75 or greater.

FLOWERS, GIFTS AND OTHER INCIDENTAL EXPENSES

Flowers, gifts, and other incidental expenses may be approved for reimbursement if the following conditions have been met:

1. There is a clear University purpose for incurring the expense that is documented in writing.
2. Requests for payment or reimbursement require two approval signatures. The person coordinating the event should sign. In addition, one of the following must approve reimbursement: the DEO, business officer of the college or division, dean or vice president of the employing division.

This policy applies to all University funding sources, which include funds transferred to the University from affiliated organizations

SALES TAX

All purchases made in the State of Iowa as well as goods shipped to the State of Iowa should be tax exempt. Tell the vendor that the University of Iowa is tax exempt from State sales taxes and give the tax exempt ID number that can be found on the Procurement Card. If sales tax is charged in error, please contact the vendor to credit the sales tax back to the University Procurement Card. State of Iowa Sales Tax Exemption Certificate.

SUPPORTING DOCUMENTATION

Required Documentation to support Procurement Card purchases

Acceptable supporting documentation from the vendor must be electronically attached to the voucher for each purchase and/or credit transaction.  Invoices should be sent directly to the cardholder’s department.  Please advise vendors not to send documentation to the Purchasing-Accounts Payable-Travel Department.  If the vendor states their system is set to mail all University invoices to this location, then the cardholder should request a duplicate of the invoice be faxed or e-mailed to the cardholder’s department.

Acceptable supporting documentation:

Catalog Page
Invoice
Packing Receipt
Register Receipt
Web Page Printout

Acceptable supporting documentation must include:

Vendor name
Amount
Date
Itemized description of item(s) purchased.