Purchasing Card Program

The Purchasing Card program is designed to simplify the purchasing of goods and services costing up to $5,000.

You may request a UB 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.  Purchases are made by the cardholder and reviewed by the department head or his designee.  A purchase log is maintained by each cardholder to provide complete and accurate documentation of purchases and for reconciliation to the monthly statement.

As with all purchases it is appropriate to consider first those sources available under existing State of Maryland and UB contracts, however, the use of the card is by no means restricted to those contracts. With the exception of the limitations addressed in Section 3.5, use of the Purchasing Card for any other items appropriate to the legitimate needs of the University and meeting your Departmental guidelines is encouraged. Capital outlays for major projects are not authorized.

MBE firms should be utilized when and where possible. You can access the database of certified MBE contractors at   [MDOT has been making changes to their site - navigate to the MBE Director from their home page at http://www.mdot.state.md.us  ]  Click on Minority/Disadvantaged Business Enterprise in the menu on the left. 

Purchases must be in compliance with all state laws, USM Policies and Procedures and University of Baltimore policy.

If your card is lost or stolen, please call Bank of America at 1-888-449-2273 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.

The State of Maryland, Comptroller's Office Purchasing Card Manual may be found at:

 http://compnet.comp.state.md.us/General_Accounting_Division/

Click on State Agencies - Forms and Manuals (in menu on left side of page), then click on link to Corporate Purchasing Card Manual.

 

P-Card Transition

The Purchasing Card program at the University of Baltimore is made possible by a contract between the State of Maryland and Bank of America.   The transition to the Purchasing Card Program from Bank of America (using a Visa Card) was completed on April 26, 2007.  You should no longer attempt to use your old US Bank P-Card. 

If you need any assistance, please contact Dee McGhin, Purchasing Card Program Manager at 410-837-5717. 
If your card is lost or stolen, please call Bank of America at 1-888-449-2273 as soon as possible to report the loss.

 

Sorting Statement Date from PeopleSoft

To download the data from PeopleSoft to Excel so that it can be sorted and analyzed, look at the icons on the “Reconcile Statement” panel.  You will notice two icons.  See the attached screen shot #1.  The icon to the right of the details tab will cause PeopleSoft to display all the data on one screen.  Click that icon.

Then note the “spreadsheet” icon on the line above, to the right of “View All”.  If you hover your cursor over that icon it reads, “download”.  If you click that icon, it will download the data in the panel below to an excel spreadsheet.  You can then sort the spreadsheet so that the items are in the same order as they appear on the Statement.

Purchasing Card Program » Downloads

Cardholder Agreement Form

Cardholder Agreement Form. Use this for to apply for a Purchasing Card.

MS Word Format
Last updated on October 24, 2008.

P-Card Reconciliation

Power Point presentation “How to perform purchasing card reconciliation in PeopleSoft”.

Power Point Format
Last updated on February 27, 2008.

Screen Shot Number 1

Screen Shot of PeopleSoft P-Card data for download to Excel

jpg file Format
Last updated on January 7, 2008.

UB Purchasing Card Manual

UB Purchasing Card Manual

Last updated on May 30, 2007.

Cardholder Information Form

MS Word Format
Last updated on July 5, 2006.