• Did you or your staff place many low-dollar value orders (less than $2,500)?
• Do you make frequent pick-ups at local suppliers?
• Do your suppliers accept Visa® as a means of conducting purchase transactions?
• Do you purchase airfare?
• Do you travel more than once a year?
• Do you hold conferences at off-campus locations?

Individuals who answer "yes" to any of the above questions may be good candidates for a UVM PurCard.

The UVM Purchasing Card may be used for transactions up to $2,500.00 with merchants included in the Merchant Category Codes (MCC Codes) selected by the Disbursement Center. Monthly cycle charges normally cannot exceed $10,000. However, these limits can be increased or decreased depending on the circumstances. Single transaction limits are never to be greater than $4,999.99; cycle limits are never greater than $25,000.00. Permanent increases may be granted on a case-by-case basis using the Account Maintenance Request form (PDF). A review of spending will be conducted before any permanent increases are made.

The following materials must be ordered through Purchasing Services, with all required approvals, via purchase requisition:

• Animal orders
• Capital equipment - $5,000.00 and greater
• Hazardous materials - contact Environmental Safety
• Radioactive orders - contact Radiation Safety
• Items costing greater than $2,500.00

The above listed materials and services may only be ordered through UVM's Purchasing Services, and paid for by the Disbursement Center.

Your Purchasing Card cannot be used for any of the following:

• Alcohol
• Cash advances
• Cell phones
• Childcare services
• Controlled substances
• Fines, late fees, penalties
• Firearms or ammunition
• Gifts
• Hazardous materials and chemicals
• Parking tickets or travel citations
• Personal purchases
• Tuition reimbursement

• Name of the traveler
• Destination
• Business purpose of the trip
• Dates of travel

• Allowing another individual to use your card or card number
• Failure to submit receipts
• Non-compliance with the Disbursement Center, Travel or Purchasing Card policies and procedures
• Splitting transactions to avoid the single transaction limit
• Falsification of records
• Fraud and theft
• Using the card for personal gain

• Cardholder name
• Credit card number
• Date of attempted transaction
• Name of the vendor
• Dollar amount

They will provide the cardholder with the reason for the decline. In the following cases, a cardholder can take the following steps:

• Decline was due to an MCC Code restriction: If the MCC code falls within the allowable purchase guidelines, please complete an Account Maintenance Request (PDF) and send to purcard@uvm.edu.
• Decline was due to credit card limits: If the single transaction amount is greater than $4,999.99, you must submit a requisition in PeopleSoft. If the single transaction amount is between $2,500.00 and $4,999.99, a one-time increase limit can be requested by completing an Account Maintenance Request (PDF) and send to purcard@uvm.edu. 

Standard Purchasing Card limits are $2,500 per single transaction and $10,000 per cycle. However, these limits can be increased or decreased depending on the circumstances. Single transaction limits are never to be greater than $4,999.99; cycle limits are never greater than $25,000.00. Permanent increases may be granted on a case-by-case basis using the Account Maintenance Request form. A review of spending will be conducted before any permanent increases are made.

Journal entry transactions for the cycle ending the 25th of the month will be dated the 2nd of the following month. The transaction will be processed against your chartstring when you have completed your reallocation and submitted the journal for posting.

For example:

In certain circumstances, it can take up to two months for the transactions to be processed and expensed in PeopleSoft.

• Attempt to resolve any disputes or billing errors directly with the vendor first. Usually, the vendor will issue a credit to the card for incorrect charges.
• If an agreement cannot be reached with the vendor, the cardholder should complete the formal dispute process within Access Online.
• The cardholder has 60 days from the date of the transaction to formally dispute the charge or the charge will not be eligible for a credit from the bank.