Making Purchases

Purchasing procedures

Faculty and staff are encouraged to contact the department purchaser to utilize the PCard or UMarket for all eligible purchases. 

Akanksha Nayyar, purchasing & operations specialist (anayyar@umn.edu)

Travel Purchases

Employees who travel are encouraged to apply for a TCard (University credit card that can be used for travel-related purchases). For complete information on the TCard, allowable and unallowable expenses, and reconciliation, review the Travel page. Travel purchases are reimbursed and reconciled in Chrome River.

Food and refreshments

Food and refreshments may be provided in connection with business activities involving University employees that are reasonable and appropriate to the purpose of the activity. Purchase of food/meals is allowable solely as a convenience to the employer and in those instances where:

• meetings are infrequent

• employees may not leave for a normal meal due to the time constraints associated with the meeting or training session or

• an employee is conducting business on a different system campus other than their own. 

Food may be provided occasionally or infrequently (quarterly or semi-annually) at regularly scheduled meetings. Any business activities that are held at an individual’s home must follow the policy and applicable limits.

University policy does not permit payment or reimbursement when two or more employees choose to have a meal together to continue their business as an incidental part of the meal, when the meal is of a reciprocal nature, or when the meeting could have been scheduled during regular working hours.

Dollar limits within the Expense Allowability Grid include all associated charges (food, beverages, taxes, tips, etc.) excluding room rental fees. Total expenses must be calculated based on the planned number of attendees and must be well documented in advance, despite actual attendance.

Meal limits for business expenses must not exceed the following limits:

• Light Refreshment: $10 average per attendee

• Breakfast: $25 per attendee

• Lunch: $25 per attendee

• Dinner: $50 per attendee

Meals with paid consultants should be infrequent and have a business purpose.