Process Owner/Key Contacts
To apply for a new PCard, contact the CEMS Department Card Administrator (DCA) Ann Tran at tranx047@umn.edu
About
Research groups in CEMS may request one of their group members be issued a University procurement card (PCard). This card is issued in the name of that research group member and that individual is responsible for its use, including documenting on a weekly basis justifications and receipts on all transactions. Cards may also be issued by administrative staff based on a staff member's job duties.
Timely transaction reconciliation is necessary to ensure up to date financial reporting and to ensure charges are eligible to be charged to all funding sources. Failure to reconcile timely may result in pcard privileges being temporarily or permanently revoked and/or transactions over 60 days past due to be added as taxable income to the cardholder.
CEMS does not grant "group" pcards. Instead, each card issued is in the name of a specific group member who is responsible for all card activity. New cardholders should complete the following training linked below in the Forms/Links section:
-Using the University PCard
-MyWallet for Cardholders
Procedures for CEMS Purchasing Card Holders
Are you a CEMS Cardholder? Please see below the instructions to ensure proper, timely reconciliation of your purchasing card:
The department expectation is that card holders will enter justifications and account strings as well as scan receipts into MyWallet on a weekly basis. Once information entered and receipts uploaded, the "Ready to Reconcile" button must be checked in MyWallet to notify the FinOps Center to continue with the reconciliation process.
If you receive a credit/refund on your card, please indicate in your justification the date and dollar amount of the original transaction that the credit is related to. The reconcilers are required to link refunds back to original transactions and this will substantially ease the burden of that process.
Please be sure that you provide an adequate justification. The main reason that p-card transactions are delayed or returned is inadequate justification. There is limited space in the system (255 characters) but if you need more room, you can type up the justification and include it in the documents you upload, then reference the documents in your comments. That said, 255 characters is enough for a good but brief justification. Below is an example of a brief justification that answers what is purchased, how it will be used, how it benefits the account, who ordered it and where it will be used, all in less than 255 characters.
"Chemicals used for the synthesis of zeolites. Study of catalytic activity of zeolite membranes is a goal of the project charged. Ordered by Christopher Lew. To be used in Amundson 440. Charge to xxxx-xxxxx-xxxxxxxx"