Department of English Procards

The Department of English currently has three procurement cards which may be checked out by authorized card users. Cardholders can purchase items from Amazon, Walmart and Officemax. For all other vendors faculty and staff must check out the card.

  1. Annelise Gray - Department of English - Available for checkout 8:00AM - 3:30PM
  2. Taleia Willis - Watson - Available for checkout 8:30AM - 4:00PM
  3. Linda Baldwin – Bonnie - Available for checkout 8:00AM - 4:00PM

To use of one of the above listed procurement cards, please complete the Purchase Request Form or an email including anticipated vendor, items to be purchased, estimated cost, business purpose and anticipated check out time (if applicable), 48 hours prior to purchase and submit to either the UBM or the Department Chair for approval. Complete this form or email this information even if the ProCard holder will be purchasing the item for you.

Purchase Request Form

ProCard Procedures by Category

Purchasing of Items by ProCard Holder:

(Amazon, Walmart.com, and OfficeMax only)

  1. At least 48 hours before you wish the item to be purchased complete the PURCHASE REQUEST FORM or send an email to Caroline Stephens with the anticipated vendor, check out time (if applicable), items to be purchased, anticipated cost, and business purpose. If you do not know the speed type associated with the purchase you may leave that area blank, but be sure to include the name of the funding source in the “Business Purpose” section so the UBM can assign the correct speed type. Turn this form or email in to the Chair or the UBM for approval.
  2. Send the direct link for the item to the ProCard holder. This link should allow the ProCard holder to purchase exactly the item you wish, pending the approval form. (From Amazon, Walmart.com and OfficeMax only)
  3. Once your purchase has been approved, the UBM or Chair will pass the form along to the ProCard holder, who will purchase the item.
  4. Once the item arrives the ProCard holder will alert you of its arrival.

Checking out Card for the Purchase of items:

*If you have never used the ProCard you will need to complete 2 authorization forms. Please request these forms from the ProCard holder. You will need to complete these authorization forms prior to checking out the ProCard.

  1. At least 48 hours before you check out the card, complete the PURCHASE REQUEST FORM or send an email to Caroline Stephens with the anticipated vendor, check out time (if applicable), items to be purchased, anticipated cost, and business purpose.If you do not know the speed type associated with the purchase you may leave that area blank, but be sure to include the name of the funding source in the “Business Purpose” section so the UBM can assign the correct speed type. Turn this form in to the Chair or the UBM for approval.
  2. Once your purchase has been approved the UBM or Chair will pass the form along to the ProCard holder, who will alert you that your purchase has been approved and confirm the pick-up date and time.
  3. Before purchasing any items, contact the vendor to verify they have the University’s Tax Exempt information. The University’s Tax Exemption number is C-102. If there is tax charged to the card you will be responsible for obtaining a refund. (Tax Exempt forms can be picked up in the office from the ProCard holder if required by the vendor).
  4. When you arrive to pick up the ProCard you will need to complete the sign out log.
  5. 5. The ProCard should be returned within 24 hours unless prior arrangements have been made.
  6. When you return the ProCard you will need to complete the signature log and turn in the itemized receipts to the ProCard holder.

Business Meals

*If you have never used the ProCard you will need to complete 2 authorization forms. Please request these forms from the ProCard holder. You will need to complete these authorization forms prior to checking out the ProCard.

  1. At least 48 hours before the business meal, email the ProCard holder and arrange a date and time to pick up the ProCard, include the business purpose, a guest list, location of meal, date of meal, and what fund is sponsoring the event. The ProCard holder will confirm your card reservation request via email.
  2. 2. The card must be returned within 24 hours unless prior arrangements have been made with the ProCard holder.
  3. When paying for the dinner, request both an itemized receipt and a charge receipt. Be sure t0 sign the copy of the charge receipt, include tip, and write the names of participants legibly on the back of the receipt if there has been a change in the guest list.
  4. Check the receipt before leaving the restaurant to ensure that tax has not been charged. If tax was charged you will need to return to the restaurant and have the previous charge voided and a tax free charge added. In this event keep both receipts and turn them in to the ProCard holder.
  5. Separate receipts are necessary for alcohol purchases during meals. Be sure these charges are also tax exempt and follow the receipt procedure listed above for the meals.
  6. When you return the card, bring the following with you:
    1. All itemized receipts showing tax exemption.
    2. All charge receipts with signatures showing original charge and tip.
    3. List of participants if there has been a change.

*Hotels are a specialized charge requiring extended notice. If you will need to book a hotel room for a visitor, please alert the ProCard holder at least one month prior to the date of the stay. The farther in advance the ProCard holder can reserve the hotel, the better. Please include pertinent information such as; name of hotel to be used, number of nights, and type of room desired, dates of stay and any specialized charges (i.e. early check in / late checkout). Once the room has been booked the ProCard Holder will pass the confirmation information on to you. The ProCard may not be used to purchase hotel rooms for faculty or staff.

English Department ProCard Holder – Annelise Gray – algray03@louisville.edu – 852-0505

Watson ProCard Holder – Taleia Willis – tkfish01@louisville.edu – 852-3567

Bonnie Endowment Card – Linda Baldwin - llbald01@louisville.edu – 852-6896

UBM – Caroline Stephens – ctbell02@louisville.edu – 852-0504

Department Chair – Dr. Glynis Ridley – glynis.ridley@louisville.edu – 852-6803

  • Please note that large technology purchases such as computers will need to go through Hung Nyugen and the requisition system. The ProCard may not be used to purchase these items.
  • The ProCard may not be used to purchase paper products for receptions. These items can be ordered by the office staff from the stock room. Please allow 3 to 4 days for ordering and delivery of the items.
  • The daily ProCard limit is $2500.

Employee Departures

Please be advised, anything purchased with funds controlled by the University is the property of UofL upon termination of employment.  This includes items purchased with Grant funds.  The only instance in which the University of Louiville allows a researcher to remove equipment from the property is if it is being transferred to another institution of higher education and the other institution must acknowledge and accept the transfer as their property prior to the employee's separation.  For further information regarding this policy, please contact the Director of Contract Administration & Procurement, David C. Martin at 502-852-8220.