Apply for a Card
In order to apply for a U-M Purchasing card, you must review card eligibility, complete PCard Training, complete and submit a PCard application, review the Cardholder Agreement.
For detailed information, see the information below.
Step 1: Review PCard Eligibility
In order to apply for a PCard/Travel & Hosting Card, you must:
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- Have an active regular or temporary paid appointment
- Emeritus professors with an active appointment
PCards are recommended for employees who:
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- Travel for business or book travel for others
- Engage in business hosting, recruitment, or development activities
- Make purchases for the university where other purchasing methods are not available
Travel & Hosting Cards are recommended for employees who:
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- Purchase food for department events
- Travel for business or book travel for others
- Do not make any other business purchases for their department
Step 2: Complete PCard Training
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- Take the required PCard/Travel Card Cardholder Course (PRE110) before submitting your application
- This course is required to be taken by all PCard/Travel &Hosting Card holders every three years
- You must have a passing score of 80% or more
Step 3: Review U-M Card Holder Agreement
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) or Travel & Hosting Card issued in your name by Procurement Services.
Personal accountability
- Only you may use your PCard/Travel & Hosting Card. The card may not be transferred to, assigned to, or used by anyone other than the designated Cardholder.
- All purchases must be made by you on behalf of and for the benefit of the University and the particular University unit, school, college, office or other University entity in which you are employed.
- You will protect the PCard/Travel & Hosting Card from unauthorized use. You are responsible for proper use of the PCard/Travel & Hosting Card and recording of the charges, and must retain all required original receipts to be submitted with the monthly expense report.
- If the PCard/Travel & Hosting Card is lost or stolen, you will immediately contact the PCard/Travel & Hosting Card financial institution to request the account be closed.
- You are responsible for following up on erroneous charges, returns, or adjustments and to ensure proper credit is received on your PCard/Travel & Hosting Card account, including full credit of merchandise returned to a supplier.
- 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.
- Purchases on Federally Sponsored Accounts must be made in accordance with Uniform Guidance Cost Principles.
- You must abide by all policies and procedures established by Procurement Services and Financial Operations, as well as the university’s Fiscal Responsibilities.
- The PCard/Travel & Hosting Card 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/Travel & Hosting Card and/or disciplinary action, up to and including termination.
Policy violations
- Purchasing items for personal use.
- Someone other than the cardholder using the PCard/Travel & Hosting Card.
- Splitting a transaction to avoid the $5,000 transaction limit.
- Failure to close the PCard/Travel & Hosting Card 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 transactions on an expense report in the Emburse Enterprise Expense Reporting System within 60 days.
- Purchasing services by individuals or companies without prior approval from Procurement Services.
- Purchasing restricted commodities. (See the list of Restricted Purchases and Special Approvals for details.)
- Using the PCard/Travel & Hosting Card for transactions that will be reimbursed by an external party.
- Including Protected Health Information (PHI) when reconciling in the Emburse Enterprise Expense Reporting system.
Applicant verification
- I am a regular or temporary employee of the University of Michigan.
- I am approved by my unit to have a PCard/Travel & Hosting Card.
- I have completed the PCard/Travel & Hosting Card Cardholder Course (PRE110).
- I am familiar with all PCard/Travel & Hosting Card policies and agree to abide by them at all times.
Step 4: Submit PCard Application
- After passing the training course and reading the PCard/Travel Card Holder Agreement, complete the online application for the desired card below. It will route electronically to the designated approver.
- The approver should click on the link provided in the email and complete the online approval process. The approver can also route the application to an additional approver if needed.
- JPMorgan Chase will mail the PCard/Travel Card to the address provided as the Cardholder Address (Card Delivery).
- Note: For Flint Faculty & Staff, please first follow the process on the Flint PCard website or email [email protected].