Detailed program information is available at http://louisville.edu/purchasing/.

General Information

The University of Louisville’s Procurement Cards are designed to provide a convenient means of procuring and purchasing of regularly consumed supplies and services. The procard is a MasterCard obtained from Fifth Third Bank and should be accepted by anyone who accepts MasterCard and has a Tax-Exempt capability.

Sales Tax Exemption

University purchases are exempt from Kentucky sales tax. Advise the seller/cashier/clerk that your purchase is tax exempt before the sale/transaction is completed. If tax is added in error, the cardholder should request a credit from the vendor. You tax exempt ID# is located on the procard.

Spending Limits and Guidelines

• $2,500.00 maximum per transaction.
• Monthly limit to be set by Department Chair or Director based on budget considerations; not to exceed $10,000.
• There is no annual limit; therefore, reconciling your monthly statement to PeopleSoft Financials is essential for budget control.

Restrictions of Procurement Card Program

The following items may not be purchased by procard charge:

• Alcoholic Beverages
• Contracted Mail Services
• Contributions/Donations
• Controlled Substances
• Faculty, Staff and Student Travel: lodging, meals, gasoline, airfare and other transportation (Employees must continue to follow the Controller's Office procedures and request reimbursement using a travel voucher)
• Firearms/Ammunition
• Furniture or furnishings with fabric (flame retardant standard)
• Greeting/Holiday Cards
• Holiday Decorations
• Insurance
• Legal Services (University Counsel)
• Movement of Household Goods
• Office supplies except from University contract vendor (relates to compliance with Kentucky recycled material content law)
• Parking Permits
• Payments to Individuals
• Personal Use
• Phone Cards
• Printing
• Products available through University Stockroom (this includes xerographic paper, napkins, cups & plates)
• Purchases requiring a contract:
• Entertainment contract, i.e. bands, speakers
• Equipment maintenance service contracts
• Educational Training contracts
• Radioactive Material
• Services subject to Personal Services Contracts; i.e. consultants, etc.
• Temporary Help (Human Resources)

Reasons to Suspend and/or Revoke Procurement Card Privileges

• Failure to adhere to University policies & procedures
• Failure to safeguard the procurement card from unauthorized use
• Use of procurement card for non-University or personal purchases
• Failure to keep all necessary documentation on procurement card transactions
• Failure to reconcile monthly charges

Consequences of Procurement Card Misuse

Possible actions against cardholder include:

• Surrender procurement card - privileges revoked.
• Unauthorized or non-business charges on procurement card may be deducted from employee's pay.
• Improper or fraudulent use of procurement card will result in disciplinary action, up to and including prosecution and/or termination of employment.
• In all cases of fraudulent use of a procurement card, the University's Human Resources Department and respective Dean/Vice President will be notified.