Purchasing FAQs

No, statements will no longer be mailed to cardholders. You must download statements from U.S Bank. Follow this guide to access U.S. Bank.

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.

Cardholders are responsible for ensuring that all charges comply with the regulations and guidelines of the specific grant or agency. If you’re unsure whether an expense is allowable on a sponsored account, consult the principal investigator or grant manager before making the purchase.

If you know you will no longer need to make purchases, complete the P-Card Maintenance Request Form in Workday to cancel your card. Be sure to upload your final statement before your last day. Create P-Card Requests guide

Your per-transaction limit is either $2,500 or $5,000, depending on how your account was set up by your department head. You can view your specific limit by following this guide.

If you require a higher monthly limit, submit a P-Card Maintenance Request Form in Workday. Follow this guide for instructions on completing the form.

 Yes, you may use the P-Card for online purchases, but only on secure websites. Look for indicators of a secure site, such as:

• The URL begins with https://

• A padlock icon appears in the browser address bar

• The site displays a message confirming it is secure

Reminder:
Your UMD accounts must be kept separate from personal accounts.

• Do not associate your UMD email or P-Card with personal accounts

• Do not associate personal emails or personal card information with UMD accounts

If you have questions about completing your P-Card verifications, contact your account specialist. You can edit P-Card transactions within the same billing cycle. However, once the cycle has closed, any changes to Driver Worktags or Spend Categories must be made through a journal voucher.

Once a P-Card verification has completed the full approval process, it will post to the Driver Worktag used in the transaction. You can view posting details by running report RPT745.

P-Cards are valid for two years from the date of issue, with the expiration month and year (e.g., 01/21 for January 2021) printed on the card. The card expires at the end of that month. Approximately two weeks before expiration, the bank automatically issues a replacement card and sends it to the Purchasing Card Program Administrator, who will notify you when your new card is ready. No action is required on your part to request a renewal.

Postage & Mailing:

• Postage meter refills

• Meter ribbons/ink

• Stamps

• Pre-stamped envelopes

• Postage meter rental & labels

• Bulk mail & permit fees

• Non-USPS delivery (e.g., FedEx, UPS)

Communication & Office Costs:

• Telephone and hotspot invoices

• Copier invoices

• Paper and ink

• Network invoices

• Printing services

Recommended Spend Categories:

• SC00098 – Postage and Mail

• SC00099 – Telephone

• SC00100 – Communication Connection Network

• SC00101 – Communication Equipment < $5,000

• SC00103 – Communication Equipment Rental

• SC00097 – Communication Expense

• SC00258 – Duplicating and Printing Supplies

• SC00184 – Advertising General

• Furniture: A waiver is required when purchasing from a vendor other than Maryland Correctional Enterprises. View the waiver process here.

• Shipping to a Non-UMD Address: You must request a waiver from pcard@umd.edu before making the purchase. Attach the approval email to your documentation.

The AP Processing Guide lists goods and services that do not require a Purchase Order—for example: 4-H Foundation invoices, honorariums, supplemental insurance, and building rental payments.

Note: Submit one invoice per Supplier Invoice Request (SIR)

All membership requests including group memberships must be submitted to the Assistant Director of Operations (ADO). The ADO will route the request through the approval process and the approval email must be attached to the purchase.