Want to purchase something – but are unsure if you need to request permission from the PCard Office? View the options below to find out if it’s something you can purchase without permission – as long as you can provide documentation showing that the policies/regulations are followed.
The cardholder is ultimately responsible to be aware of restricted purchases found within University Rule 3-100D outlining PCard Policy and University Rule 3-100E governing University general purchasing restrictions. We recommend also reviewing the current PCard Restricted Items List (located in the PCard Handbook) to ensure you fully understand what cannot be purchased with a PCard.
If you choose to move forward with the purchase, ensure that your documentation includes what information is listed with each item.
Bereavement Flowers
- According to University Guideline 3-17-14: Floral arrangements, or similar items may not be purchased for employees and their immediate family members except for funeral/condolence arrangements purchased using non-federal and non-state funds.
- If you choose to move forward with the purchase, ensure that you document the approval needed and the circumstances of the employee.
Gifts
Gift Card
If you would like to purchase a gift card, we recommend that you first visit the Gift Card Purchases page on the website and open/view the Gift Card Procedures forms on that site. Those forms have great information (and resources) for cardholders to consider before purchasing a gift card.
If you do decide to use a PCard to purchase gift cards, be aware of the following:
If you would like to purchase a gift card, we recommend that you first visit the Gift Card Purchases page on the website and open/view the Gift Card Procedures forms on that site. Those forms have great information (and resources) for cardholders to consider before purchasing a gift card.
If you do decide to use a PCard to purchase gift cards, be aware of the following:
- Cardholders must have a current PCard Gift Exemption on file with the PCard Office.
- To request a Gift Exemption, please complete the Gift Request form
Gift Request Form
- Cardholders must have a current PCard Gift Exemption on file with the PCard Office
- To request an exemption, fill out the Gift Request Form link above
- If you are purchasing a gift for someone, we recommend that you use the attached form to track important information helpful for you to retain in your documentation.
Gift Documentation Form - If you are purchasing anything that has the University of Utah (or hospitals) logo, name, or anything else that is trademarked with the University, please ensure that you are selecting an approved vendor found on the CLC official website.
Business Meals
- If you did not request permission to have business meals when you applied for your pcard, you can request approval to have the ability to purchase meals in the future.
- Please have the following document signed/approved by the necessary individuals and then submit to pcard@purchasing.utah.edu
Anything Involving University Brands, Trademarks, Logos, Images, etc.
If you are purchasing anything that has the University of Utah (or hospitals) logo, name, or anything else that is trademarked with the University, please ensure that you are selecting an approved vendor found on the CLC official website. We also recommend cardholders visit the University’s Trademarks & Licensing website for more information.
Software
- If you want to make a software purchase, contact your department’s IT/software specialist to avoid repurchasing software licenses.
- Visit https://software.utah.edu/ to view software available via the Office of Software Licensing.
- Since April 2023, the Software Purchase Request form in UShop applies to any/all software purchases. For small dollar PCard purchases, the UShop Software Purchase Request form does not need to be completed, but if a PCard purchased software stores, accesses, creates, or manipulates restricted data based on the Data Classification Model, review of the software purchase is still required in Policy 4-050B. You are welcome to reach out to Aimee Ellett directly or email UITSoftwareReview@utah.edu to facilitate any PCard software purchases that are needed.
Memberships or Subscriptions
University Rule 3-100E has information regarding the things to keep in mind regarding memberships. If you choose to move forward with the purchase, you will need to ensure that your documentation shows all approvals needed as mentioned in the regulation. The approval received need only be kept with the first purchase – you will not need to include it in every subsequent transaction’s documentation.
Parking
- The only parking that should be purchased with the PCard is the following:
- Non-employees visiting the University for a meeting or event
- Employees who are traveling < 100 miles to a secondary location
- Employee parking is the responsibility of the employee – and can be purchased through Commuter Services.
Alcohol Beverages
In accordance with University Guideline 3-031: Recruitment and Entertainment Expense, keep in mind the following:
- No alcoholic beverages may be paid from state-appropriated funds, contract and grant funds, or reimbursed overhead funds.
- The Allowable/Unallowable (A/U) Value for alcoholic beverage purchases is “0”. This would only allow funds 2000-2404, 4900-4913, 6000, or 9900.
- The expenses must be necessary, reasonable, and appropriate.
- The purpose with respect to University business must clearly be documented.
- You must obtain a detailed itemized receipt from the vendor for every purchase.
- The number of attendees will be noted in the documentation for these purchases. (If less than eleven people are in attendance at the meal, the attendees will be listed by name on the supporting documentation for the transaction.)
- There are restrictions on where alcohol can be served on campus. For additional information, contact the Office of General Counsel.
- Ensure that you do NOT pay state sales tax for any alcohol purchases.
Donations
University Rule 3-100E requires approval of a department’s cognizant vice president, or designee, on any donations to charitable, scientific, or educational organizations exceeding $1,000.00. Such donations are only permissible if: the organization has a 501(c)(3) status; the mission of the organization is consistent with that of the University; and, the money donated is from a permitted source and not from state, federal, or other restricted funds.
The following form was provided by the University’s Advancement Office to give cardholders a way to provide the necessary approvals/documentation.
University Approval on Charitable Donations
The following form was provided by the University’s Advancement Office to give cardholders a way to provide the necessary approvals/documentation.
University Approval on Charitable Donations
Do you need to buy something (not listed above) and are unsure if you can use a PCard?