PCard Cardholder Agreement

University of Michigan Terms and Conditions

In accordance with the University of Michigan Regents Bylaw 3.07 (2)(d) and through the delegation of authority from the Vice President and Chief Financial Officer, you are authorized to commit funds on behalf of the University and your unit by use of a University of Michigan Purchasing Card (PCard) issued in your name by Procurement Services. 

You are personally accountable for the following:

  1. Only you may use your PCard. The card may not be transferred to, assigned to, or used by anyone other than the designated Cardholder.

  2. All purchases must be made by you on behalf of and for the benefit of the University and the particular University department, school, college, office or other University entity in which you are employed.

  3. You will protect the PCard from unauthorized use. You are responsible for proper use of the PCard and recording of the charges, and must retain all required original receipts to be submitted with the monthly expense report.

  4. If the PCard is lost or stolen, you will immediately contact the PCard financial institution to request the account be closed.

  5. You are responsible for following up on erroneous charges, returns, or adjustments and to ensure proper credit is received on your PCard account, including full credit of merchandise returned to a supplier.

  6. Single transactions for general supply items and services may not exceed $5,000. Transactions cannot be split to avoid the $5,000 transaction limit. It is a serious violation of the PCard to deliberately purchase related items on different days from the same supplier to avoid the $5,000 per transaction limit.

  7. Subscriptions, dues, memberships, conference registrations, travel and hosting transactions must not exceed the monthly spending limit of the card. Please note that you may be subject to lower monthly limits as defined by your unit or department.

  8. Purchases on Federally Sponsored Accounts must be made in accordance with Uniform Guidance Cost Principles.

  9. You must abide by rules and procedures established by Procurement Services and Financial Operations.

  10. The PCard financial institution and the University may suspend or cancel your Cardholder privileges at any time for any reason.

Failure to comply with these guidelines may result in cancellation of your PCard and/or disciplinary action, up to and including termination. 

Policy violations include, but are not limited to:

  • Purchasing items for personal use.

  • Using the PCard for purchases of $5,000 and greater (exceptions are registrations, subscriptions, travel, hosting, and dues).

  • Splitting a transaction to avoid the $5,000 transaction limit (see #6 above).

  • Failure to return the PCard to the Unit Administrator when reassigned, terminated, or upon request.

  • Failure to follow  Uniform Guidance Cost Principles for Federally Sponsored Accounts.

  • Failure to follow SPG 507.01 and 507.10-1.

  • Failure to submit the expense report in the Concur Travel & Expense System within 45 days.

  • Purchasing services by individuals or companies.

  • Purchasing restricted commodities. (See the list of Restricted Purchases and Special Approvals for details.)

  • Using the PCard for transactions that will be reimbursed by an external party.

  • Including Protected Health Information when reconciling in the Concur Travel & Expense system.

The Applicant Verifies:

  • I am a regular employee of the University of Michigan.

  • I am approved by my unit to have a PCard.

  • I have a valid U-M email address to receive communications from the PCard Group and the PCard financial institution.

  • I have completed the PCard Cardholder Course.

By checking the box, “I agree to the Organization-Specific Cardholder Acknowledgement”, the PCard Applicant requests approval to obtain a PCard and agrees to be bound by this agreement.