Travel and Purchasing Expense Training

Three items to do for each transaction 

(PCard):

• Add a comment stating what you purchased, who it was for, and why

  • Example:  specialized cups for toddlers for K Smith's Childhood Development program

• Add a receipt - pdf copy of the full receipt showing the following:

  • • Name of vendor

    • Date of purchase

    • Ship to name and address

    • Items purchased

    • Quantity of each item

    • Price of each item

    • Shipping cost

    • No State of Maine sales tax

    • Total amount paid

    • Cardholder's signature

    • Chartfield combination charged if not default chartfield combination

• Change chartfield combination if not charging to default.  Change account code to appropriate account code depending on what was purchased. (See attached)

• As a reminder, as per the Purchasing Card manual please sign each of your receipts and if the chartfield combination is different than your default, write the chartfield combo on the receipt as well.   Purchasing Card Manual

• We are State of Maine sales tax exempt.  Inform the cashier before they scan, look at your receipt before leaving the cashier, if sales tax has been charged, request a credit back to your card.  If ordering online, search their website customer service to find out how to purchase tax-exempt.

• Be sure to always change the Billing Cycle End Date to ALL to see ALL of your transactions.

• Do not share your card number with anyone other than the vendor you are purchasing from nor to circumvent a purchase limit. From the Purchasing Card APL

  •   5. Additional prohibited actions include the following:

    • Lending or sharing the PCard.

    • Using another cardholder’s card to circumvent a purchase limit assigned to either cardholder.

• Access Online not working?  Clear your browser cache and cookies.

• Can't upload a receipt?  Upload before 59 days have passed.  Reduce the file size by printing then scanning with UMScopier in pdf format.  Press the blue SAVE button in the lower right-hand corner.

Please contact purchasing at umscreditcards@maine.edu with questions!