PCard FAQs

Yes, a monthly statement is sent to the cardholder at their University address unless they did not make any purchases during the billing period.

No, you will only receive a Visa statement for the billing periods in which you make purchases.  Put a note in the file that no transactions posted during this month so your records are complete.

It is the cardholder’s responsibility to ensure that regulations and guidelines are followed. Questions concerning the types of expenses allowed on sponsored accounts should be directed to the principal investigator, grant administrator, or the Office of Research Administration and Advancement.

Near your last day of work, please fill out an Account Maintenance Form, have it signed off and forward it to the Purchasing Card Team. Reviewers are responsible to make sure all outstanding logs are turned in, signed off, and approved in the Purchasing Card Maintenance System.

No, an Account Maintenance Form must be completed and sent to the Purchasing Card Team for account closure. You will need to complete a new Cardholder Agreement for the new department.

The limit is either $2,500 or $5,000 per transaction depending on how your department head set up your account.  Your department head also determines the monthly credit limit assigned to your card; it is identified on your cardholder agreement.

An Account Maintenance Form must be completed and submitted to the Purchasing Card Team.   Note: UME cardholders must obtain approval from the AGNR Dean-Fiscal Office prior to sending the form to the Purchasing Card Team.

Yes, but make sure you are in a secured site.  One indication that a site is secured is that an “s” appears after http in the vendor’s URL (ie. https://www.), another is that a “lock” symbol appears in the bottom left-hand corner of the website.  Most secured sites place an announcement on their site.

REMINDER: All UMD accounts must be separate from your personal accounts and must use your UMD email.  Personal accounts cannot have UMD email or card information associated with it and UMD accounts cannot have your personal email or card information associated with it.

You may contact the Purchasing Card Team @ 301-405-5368 or pcard@umd.edu. Remember, once the transactions have posted to KFS, you cannot reallocate in PCMS.  You must contact your fiscal manager so they can process an AV in KFS.

Posting occurs on the third Wednesday of the month for the previous month's billing period.  For example, posting will occur on the third Wednesday of May for the charges made during the billing period ending April 25th.  You will typically have 2 weeks to reallocate charges.  In addition, you will receive a reminder email notice prior to the posting date.

Cards are active for two-years from the date of creation.  Each card has an expiration date identified by month and year (01/21 for January of 2021) printed on the card.  The card expires at the end of the month.  Two weeks prior to the expiration date the Bank will issue a new card and send it to the Purchasing Card Program Administrator who will in turn notify you that your new card is available.  The cardholder isn't required to do anything to generate the new card, it's an automatic process.