CALS Purcard Process:

  1. An e-mail from Pat Englert will be sent to you monthly when it is time to reallocate your Purcard.
  2. Login to Peoplesoft or US Bank to review your Purcard journal expenses.
  3. Enter your transactions into the Purcard log and sign.
  4. Tape your receipts onto a sheet of paper, multiple receipts may be on one page, write your name at the top of each sheet of paper (or on every receipt), write the project number, chartstring or chartstring name on every receipt.
  5. Scan the Purcard log, receipts and backup documentation, such as conference agendas, list of attendees for business meals etc. to Pat Englert.
  6. Pat Englert will reallocate the transactions in PeopleSoft.
  7. Pat Englert will get the supervisor signature and submit.

PeopleSoft Login to View Purcard Transactions:

  1. Log into Peoplesoft – Finance
  2. Click on Main Menu
  3. Click on Employee Self-Service
  4. Click on Procurement
  5. Click on UVM Purcard Reallocations
  6. Type in your last name and hit Search
  7. Most recent Journal date should be at the top of the list for you to click on
  8. It will bring you to a Header page and you can Click on the tab called Lines.
  9. Lines tab will show you what was expensed for the month and what to send CALSEXT_Finance for receipts.
  10. There is no action to be done in Peoplesoft, Pat Englert will reallocate for you.



Purchases under $2,500.00 may be made using your Purcard. If the vendor does not accept credit cards a Purchase Order (PO) will need to issued.

Purchases $1,000.00 or more check with Lacey first

Purchase Orders are obtained by first having a Requisition entered and submitted.

  • A PO must be issued PRIOR to ordering supplies, services being provided or goods being ordered
  • A quote from the vendor is needed to initiate the Requisition
  • The quote should include the price of the goods/service, freight or shipping costs, mileage reimbursement, etc., what makes up the total cost to be paid to the vendor.

If the PO is greater than $1,000.00 for services and associated expenses than a Service Agreement needs to be created, approved and signed before these services can be provided.  Service Agreements take time to be routed and approved. They are reviewed once a week in the Dean's Office.  If they are over $5,000 then additional review and approval is required which will add more time.

There may be other forms required as well, such as:

**Not following the above procedures can make you liable for the purchase(s).**

Purchasing Quick Links:

More information on puchases is available on the Purchasing Services website.


The full travel policy is found here: Travel Policy

No travel expenses will be reimbursed before the trip has occured.

If expenses must be incurred before the trip, airfare, conference registration, hotel, etc., a UVM Purcard should be used as means of payment.

International Travel

  • Pre-approval is required for international travel on University buisiness outside of the U.S. or Canada.
    • email Travel with your travel information, including dates and amount to encumber on your budget
    • submit your request 2 weeks PRIOR to your travel departure date
  • Sponsor approval of foreign travel may also be required.  Please contact Sponsored Project Administration (SPA) with questions.  Travelers funded by federal grant or contract monies are required to comply with the Fly America Act.
  • International travel meal rate = $75 per day without receipts; $90 with receipts.
  • International SOS provides emergency travel services abroad while students, faculty and staff are engaged in UVM approved business, research or study.

Domestic Travel

  • FY20 Mileage remibursement rate: $0.58
  • Meal expenses, including reasonable tip, are not to exceed $60 per day, receipts are not required

Travel Reimbursement

  • Complete the Reimbursement Form
  • Tape receipts to a sheet of paper
  • Include travel documentation such as conference brochure
  • Scan all documents to Travel
  • Or mail to Disbursement Center, 23 Mansfield Avenue, Burlington, VT 05401

US Bank Login to View Purcard Transactions:

Us Bank Purcard Portal

To access the your US Bank Purcard Statement you will need to self-register on the US Bank site, just as you would for any other web site you log into.

To Set up your access for the first time:

  • Click on Register Online
  • Type UVM in the Organization Short Name Box
  • Type in the 16 digit account number from your Purcard
  • Type in the Purcard Expiration date
  • Click on Send a Code, your email is on file and US Bank will send you a passcode to complete the registration.


Covid-19 Forms and Info:

  • Covid-19 Tracking Form
    • The purpose of this form is to allow for contact tracing to notify other UVM affiliates or operations if needed as well as to understand the scope of COVID-19's impact to business continuity to aid in planning.

      This form should be completed by the employee and only if they have been on campus in the last 14 days and they have been directed by their doctor to stay home due to COVID-19 symptoms or close contact. Individuals should follow the VT Department of health's Close Contact guidelines before contacting a health care professional. If the employee is unable to fill out the form, the supervisor can fill it out on the employee's behalf.

  • Covid-19 Information and Updates

  • Covid-19 FAQs