Each staff member who has a University purchasing card and/or a UMD Travel card is responsible for reporting expenses and managing budgets and should be trained in appropriate credit card usage, purchasing policies, and our expense reporting system. This handbook only touches on some of the basics of these systems.

Each employee with purchasing ability is designated as a cardholder, an approver, or an updater. There are two types of credit cards a staff member may receive - a purchasing card (VISA - “p-card”) for most purchases and a travel card (Diners Club) for business-related travel expenses (including conference registration). Staff may also receive Terrapin Express cards for campus purchases.

Cardholders may only make authorized purchases and must obtain an itemized receipt. They are responsible for completing expense reports in MyDRL and Workday and reconciling monthly statements. Approvers and updaters will receive additional training regarding purchase approvals and procedures.

Credit cards should be kept in a secure location. Any lost or stolen cards should be reported immediately to the credit card company and to our Resident Life Business Manager.

The university places restrictions on what may be purchased using purchase cards (VISA - “p-card”): The following items will be declined at the point of sale:

• Exceeds single purchase limit or monthly credit limit

• Travel charges (airlines, car rental, travel agencies, hotels, restaurants)

• Liquor stores (package stores)

• Cash advances (ATM machines)

• Some personal services (photographic studios)

• Fines

The following items will not be declined at the point of sale, but should NOT be purchased as they violate law, policy, or procedures (this list represents purchases most likely for our staff and does not include every prohibited item):

• Personal purchases

• Cell phones & other devices not under a UMD Account

• Alcohol

• Purchases mailed to non-university addresses

• Cash equivalents (examples: gift cards, credits for future use)

• Stringing of purchases to avoid the single purchasing limit

• Gifts of sentiment – (examples: flowers or other gifts for appreciation, retirements, birthdays, etc.)

• Registrations for conferences, workshops, seminars etc. that require travel (these should be made with the Travel Card)

• Office furniture purchases – unless documented with an Office Furniture Purchase Form for Small Dollar Transactions that MCE (Maryland Correctional Enterprises) cannot meet your needs

• Signing of an agreement, license or contract – In relation to a purchase, send the document to Delegated Procurement through pcard@umd.edu for review

• Payment of individual memberships (like ACPA or NASPA)

When using travel cards, purchasers are prohibited from purchasing the following (not everything is included below):

• Non-travel-related services

• Personal travel

• Personal services (e.g., entertainment or retail services)

• First-class airfare

• Alcoholic beverages

• Gifts, gift cards, flowers, contributions, donations

• Books, periodicals, newspapers, magazines

• Group travel or hosting/catering services that exceed delegated authority unless approved through University travel agencies or signed by Travel Services 

• “No-show” or cancellation fees

• Parking fines and driving violations

Questions about credit card use and expectations regarding financial procedures should be directed to our Resident Life Business Manager.