2.7.1 Procard Restrictions (Special Approval Required and/or Prohibited Purchases)

Administrative Responsibility:   Procard Coordinator, reporting to the AVP for Business Services

PURPOSE

This policy identifies categories of items that either require special advanced approval or that are prohibited for purchase using a Procard.

SCOPE

This policy pertains to any University who is eligible to obtain a Procard as outlined in section 7.1, and has an active Procard.

DEFINITIONS

The following definitions apply to these terms as they are used in this policy:

Procard

A University issued Credit Card, which has the ability to be restricted by transaction amount, monthly dollar amount, and by merchant category code (type of merchant).

POLICY

A.    Special Approval Required Purchases

*The University Procurement Card may be used for the following purchases given prior written approval from the Business Office and/or Procard Office.

Gift Certificates

Payments for employee recognition, gift certificates, etc.   There are certain exceptions for research subjects.  These exceptions must be fully documented and approved by the Procard Office in advance using the Gift Card Purchase Certification form.

Memberships

(Requires Dean/VP approve & must be paid via Direct Payment Request (DPR), if transaction amount is more than p-card transaction limit) *See APPM, Section 1.3.1*

Advertising

*Any advertisement that contains the university logo or word mark
(for advertisements placed with vendors that only accept credit cards as the payment method, send a request to Procard@wayne.edu requesting an exception for the employment advertisement to be placed with the vendor  (See APPM 3.0.18)

Printing / Promotional
Goods

Printing and Promotional Items may only be purchased on a Procard when a University preferred supplier is used.  Links to these suppliers are below:

Use of a Procard for any other printing or promotional goods is not allowed.

B.  Specific Unauthorized Purchases

The university Procurement Card may not be used for any of the following purchases:

Agency "9" accounts

The agency fund index (beginning with a "9") is a custodial holding account for other organizations. Money in this index does not belong to the university therefore Procard purchases are not allowed on this account, unless advanced approval is obtained from the Procard Office and documented with the transaction(s).

Bus Tickets

The purchase of bus tickets (or any transportation method) for student trips or bringing people to campus.

Capital Assets

Transactions in general, are limited to $2,000.  Exceptions are limited to high volume units.

Cash Advances

Procards may not be used to obtain ATM cash advances (blocked merchant).

Controlled Substances (Drugs)

Controlled Substances, which require approval of the Office of Environmental Health and Safety, must be placed on a Wayne Buy Requisition.

Consultants or
Professional Services

Payments for services such as legal, accounting, computer programming or any similar types of services performed by independent entities or contractors.

Contracts

Any vendor contracts/agreements with terms and conditions and which by policy require approval by General Counsel and Purchasing (including maintenance, lease, rental agreement, etc.)

Flowers

The purchase of flowers, plants, gift baskets, or any type of personal tribute.  Such transactions are also generally prohibited by university policy regardless of payment method.  See APPM section 1.3.1 for exclusions.

Food / Meal

All food related items from any merchant.

Entertainment

Music Downloads (such As iTunes, etc.), movies, smart phone accessories, etc..

OneCard

To add funds to a university OneCard.

Personal Items

Any goods/services deemed not reasonable or required by the university.  Personal purchases, of any kind, may not be made with a Procard.  This includes personal entertainment items listed above.

Printing / Promotional
Goods

Purchase of any printed or promotional goods except through preferred suppliers as noted in the Special Approval Required table above.

Prior Invoices

The Procard is intended for payment of current purchases only (payment on the date of purchase) and may not be used to pay for "old" or previous invoices.

Radioactive Materials

Live radioactive or hazardous materials

Research Animals

Laboratory animals.

Security Systems

The acquisition of and/or installation of security systems.  These must be coordinated through the Wayne State University Public Safety.

Software

All software except for individual use, single purpose software.  In such cases, the card holder is responsible for complete review of the associated license agreement.

Travel &
Entertainment

Any travel-related purchase or rental is prohibited (e.g., hotel, motel, airline, train, bus, taxi, limousine, or cruise fare; car or boat rental; gasoline; road tolls of any kind; travel agency purchase; parking lot fees). Travel-related merchants have been blocked from accepting Procards.  Individuals can use the university travel card or their other personal credit cards for travel related expenditures. Refer to APPM Section 7 for Travel.

Water

Drinking water or associated equipment (e.g. Absopure)

Window Treatments

Window blinds, shades, curtains or draperies.

Wireless Devices
or service plans

Pagers, cell phones, items that can be used as a cell phone (e.g.. Blackberry, iPhone, Trio, etc.); peripherals; or any type of related service (see APPM Section 1.3.1.4).

All purchases for the above, or for those whose value exceeds the Procard transaction limit of $2,000, should be processed in accordance with all of the established university policies and procedures, including but not limited to, Purchasing, Section 2, Expense Guidelines, Section 1.3.1, or any other applicable policy of the Administrative Policies and Procedures Manual (APPM).

In the event a user is uncertain about a particular purchase being permissible using the Procard, please contact the Procard Office at 577-3708 before vendor contact.

PROCEDURE

The following information outlines the responsibilities of various parties involved in the Procurement Card process:  See APPM 2.7.1 – Procurement Card

APPENDICES

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RELATED UNIVERSITY/BOARD POLICIES

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Effective Date: Prior to 2000

Revised Date: 6/14/2018

Reviewed Date: 6/14/2018

To be reviewed, at minimum, every three years and/or revised as needed by:  Procard Coordinator, reporting to the AVP for Business Services

Next Review By Date: 6/1/2021

SUPERSEDES POLICY

  1. N/A

HISTORICAL DATES

1/25/2018, 2/01/2016, 10/02/2015, 05/01/2008, 08/01/2007, 01/01/2006