• If you need assistance with:
  • PurCard issues, please email purcard@uvm.edu
  • Travel and expense reimbursement, please email travel@uvm.edu
• Follow these simple instructions (Word) on how to attach PurCard documentation directly to a PeopleSoft PurCard journal. See how to electronically sign a PDF document (PDF). This is now the preferred method for all users except ABSC customers. ABSC customers should not change their current practice until directed by the ABSC. Email Holly LeBlanc (holly.leblanc@uvm.edu), PurCard Team Lead, with any questions.
• Costco accepts UVM PurCards (and other Visa cards) as a form of payment. No requisition or purchase order is necessary. Please be sure to bring the UVM Costco card with you. Be aware that the practice of using a non-UVM Costco card is discouraged. Should you decide to go this route, you will be responsible for any tax. It is the combination of the UVM Purcard and UVM Costco card that provides the tax exemption. To schedule use of the UVM Costco card, email disburse@uvm.edu.

All PurCard holders are responsible for the following:

• Complete required New PurCard Holder online training in Brightspace
• Maintain original receipts for your purchase and/or travel
• Reconcile to monthly statements
• Reallocate monthly PurCard journals in PeopleSoft to correct budget information
• Follow UVM PurCard program guidelines, and UVM policies and procedures
• If your card is lost or stolen, contact U.S. Bank immediately at 1-800-344-5696, then notify the UVM Purchasing Card Team (purcard@uvm.edu).
• If you notice fraudulent transactions on your Purchasing Card statement or journals, contact U.S. Bank immediately at 1-800-344-5696, then notify the UVM Purchasing Card Team.

Journals and Approvals

The signature of the cardholder’s supervisor or supervisor's designee is required on the purchasing card journals in addition to the cardholder’s signature. Due to the volume of dollars and transactions that the purchasing card program processes, supervisor review and approval is a necessary business practice. Audits have revealed that purchasing card transactions need greater attention in the home department.

Supervisor's approval on the PurCard Journal Report indicates the following:

• All transactions are appropriate University business, and fall within University and federal guidelines. Any unusual purchases are supported by an explanation of the business purpose.
• All receipts/invoices are attached.
• Transactions are within guideline limits - $2,500.00 per transaction.
• Transactions are charged to the correct chartstring and account.
• Transactions have been reallocated, if necessary.
• Transactions are in compliance with the IRS' Accountable Plan Rules. Space for this documentation is provided on the Purcard Journal report. This is true for all travel and meal transactions.
• Any additional documentation requirements have been completed.
• No Vermont Sales Tax has been charged.

PurCard Journal Reports are due to the Disbursement Center 10 days after journals are available for reallocation. If reports are not received on time, purchasing cards will be placed on hold. It is the supervisor's responsibility to ensure that the PurCard journal reports are promptly routed to the Disbursement Center.

• Supervisors must ensure that the purchasing card of a terminating employee is returned to the supervisor to be destroyed and disposed.
• Supervisors must ensure that the necessary documentation is completed and submitted for the last cycle of purchasing card activity when an employee (cardholder) is terminated.

Still have questions about the UVM Purcard? Check our FAQs.

Purcard FAQs