The Purchasing Card program is designed to simplify the purchase of goods and services costing up to $5,000. The program is managed by the Procurement Director who serves as the Program's Purchasing Card Program Administrator (PCPA).
You may request a UBalt Purchasing Card by completing a Cardholder agreement form and a cardholder information form. The cardholder information form must be approved and signed by the cardholder's supervisor.
A log of purchases is maintained by each cardholder to provide complete and accurate documentation of purchases and for reconciliation to the monthly statement. Each cardholder must also reallocate each charge to the correct Account and, if necessary, Department in PeopleSoft Finance. The receipt of each purchase should be documented by a receiver (a UBalt employee that is neither the cardholder nor the reviewer). The receiver verifies what was actually received. Purchases must be reviewed by the department head or designee reviewer. The reviewer is responsible for reviewing the activity log, the paper statement, the receipts and the receiving documents to ensure each transaction:
- is accounted for
- is for the benefit of UBalt
- complies with UBalt Procurement Policies and
- is reasonable and accurately recorded.
Monthly re-allocations and reconciliations must be completed by the due dates. See list of due dates.
As with all purchases, it is appropriate to consider first those sources available under existing State of Maryland and UBalt contracts, however, the use of the card is by no means restricted to those contracts. In fact, the Purchasing Card is the preferred tool for making purchases that are not restricted from the P-Card program. MBE firms should be utilized when and where possible. You can access the database of certified MBE contractors here.
Purchases must be in compliance with all state laws, USM Policies and Procedures and University of Baltimore Purchasing Card Procedures Revised July 27, 2021.
P-Card Transaction Log Form (in MS Excel format)
If your card is lost or stolen, please call US Bank at 1-800-344-5696 as soon as possible to report the loss.
REMINDER: THE CARD IS NOT TO BE USED FOR PERSONAL PURCHASES, OR AS PERSONAL IDENTIFICATION, UNDER ANY CIRCUMSTANCES.
Restricted Items
Here is a list of items restricted from purchase with the card. If you need any of the items listed, please use the Requisition > Purchase Order process. You may not use your UBalt VISA Purchasing Card to make the following kinds of purchases, unless you have received an exception, in writing (via e-mail) from the Director of Procurement. If you need to purchase any of the items or services listed below, please prepare a Purchase Requisition.
• Airline Tickets
• Alcoholic Beverages
• Amusement and Entertainment
- Catering, except with prior written permission of PCPA
• Cash Advances
- Computers, except with prior written permission of the PCPA
• Donations
• Drinking Places (Alcoholic Beverages)
• Restaurants
• Entertainment (for example, Ski Tickets, Tours, Theatre, etc.)
• Fast Food Restaurants
• Gift cards, gift certificates or other cash like or cash equivalent items.
• Guns, explosives and ammunition
• Fines or tickets
• Furniture (except furniture purchased from MCE)
• Holiday Items (Decorations for Offices, Cards)
• Insurance Premiums
• Lodging or Housing Leases
• Long-term contracts
• Major Appliances, except with prior written permission of the PCPA
• Money Orders
• Package Goods Stores (Beer, Wine, & Liquor)
• Personal Purchases--(Flowers, Gifts for Retirement/Holiday Parties, etc)
• Sales Tax---The University is tax exempt-The exemption number is on the front of your procurement card.
• Restaurant
• Travel (See Transportation below)
• Tuition for Employees
• Vehicle Rental/Lease
• Transportation – Air Travel,Train, etc.
Specific restrictions apply to the following Merchant Category Code Groups (MCCG):
- Service Providers - MCC #6010 through #7033 - Total Group Restriction (Financial Institutions, Securities Brokers, Timeshares, etc.).
- Personal Service Providers - MCC #7221 through #7299 (Except #7296 –Clothing, Costume and Uniform Rental). Restrictions on Photographic Studios, Beauty and Barber Shop, Shoe Repair-Shine Shops, etc.
- Amusement and Entertainment - MCC #7832 through # 7997 and #7999. Restrictions on Motion Picture Theaters, Bowling Alleys, Video Game Clubs, Betting, Golf, Recreation Services, etc.
- Miscellaneous - Specific restriction by Merchant Category Code as follows: No purchases for these groups and/or items are permitted.
- Contracted Services - 1099 vendors (Unincorporated service providers) are not blocked, but are excluded by regulation.
- Purchases of food and catering should be approved by the Dean, Director of Department Head, and have the prior approval of the Director of Procurement.
You are not permitted to artificially split or divide a purchase with a value greater than $5,000 into multiple transactions.
For advice or assistance please contact UBPurchasingCard@ubalt.edu
The State of Maryland, Comptroller's Office Purchasing Card Manual has more information about the program.
The Purchasing Card program at the University of Baltimore is made possible by a contract between the State of Maryland and US Bank. The contract was award to U.S. Bank in April of 2013.
If you need any assistance, please contact Dee McGhin, Purchasing Card Program Manager at 410-837-5717 or UBPurchasingCard@ubalt.edu
If your card is lost or stolen, please call US Bank at 1-800-344-5696 as soon as possible to report the loss.