Per System Procedure 7.3.3, Purchasing cards provide the university with a cost-effective, convenient and streamlined method of purchasing items, thereby reducing the volume of individual vendor payments processed by the institution. Reports on cardholder activity enable the institution to capture information necessary to better manage institutional purchasing activities.
At Metro State, purchasing credit cards (Pcard) are issued to every employee for travel related purposes. This credit card will only have an active credit limit for the purposes of travel arrangements, then the credit limit will be removed. An employee must complete the Spend Authorization in Workday to begin the process to have a travel purchasing card.
Purchasing credit cards can used if the vendor is unable to be set up as a MN State vendor and as a last resort to make a purchase. It is not intended to be used as a work around from the standard purchasing process in Workday.
If you have consulted with your supervisor and determined a business necessity for a purchasing credit card with a constant credit limit, review the process below. The Pcard application will soon be available on BP Logix. See below a list of categories for specific transaction categories where a credit card can and cannot be used.
Process
What You Can't Buy with a Purchasing Card
Travel, Meetings, & Special Purchases
Special Rules for Certain Purchases
Process:
1. Employee and supervisor determine a business related need for a purchasing card. The employee completes a Pcard application for review. The application must be signed by the Supervisor and VP of Finance and Operations, who then forwards to Financial Services if approved. Financial Services will request the Pcard from US Bank.
2. The employee will complete the New Card Holder Agreement. When the Pcard arrives, Financial Services will contact the employee via the Service Portal. The cards will be available for pickup during the IET Service Desk business hours.
3. The employee must activate their credit card, either via phone or via the US Bank portal.
4. The employee is responsible for obtaining itemized receipts to document Pcard purchases. After the purchase is made, the employee is responsible reconciling the p-card by using an expense report in Workday.* The employee will also be able to view purchasing card statements and transactions in the US Bank portal, but all reconciliation information mustbe entered into Workday.
- Reconciled transactions are due to be submitted by the 15th of each month. Every transaction should include a program, project, or grant (formerly cost center), spend category, brief description of the purchase, and sufficient documentation. Without these items, the transaction will not pass audit, and will not be approved by Financial Services.
- If you are charged sales tax on a transaction, where sales tax should not be charged, you will need to complete the Sales Tax Charge to Purchasing Credit Card form.
Metropolitan State has an Amazon Business Prime Account. If there is a business need for your department to have access to the Amazon Account, email purchasing@metrostate.edu.
5. The employee and their supervisor will complete an annual renewal of the terms of the purchasing card. This renewal takes place on an annual basis, and will likely not align with the anniversary of receipt of the credit card.
What You Can’t Buy with a Purchasing Card
Do not use the card for:
- Food or drinks for yourself
- Alcohol (unless part of approved academic coursework)
- Cash or cash advances
- Personal items
- Employee relocation costs
- Travel expenses that must be reimbursed (like gas for personal vehicles)
- Sensitive items (unless specifically allowed)
- Weapons
- Services that require 1099 reporting (e.g., consultants, trainers, entertainers, notary fees, software royalties)
- Purchases from foreign vendors
- Items not related to college, university, or system office business
Travel, Meetings, and Special Purchases
You may use the card for these purchases if they follow system policies and any grant rules:
- Travel for employees (except food/drinks). Allowed expenses: airfare, hotel, rental car gas, parking.
- Travel arrangements for others (transportation or lodging)
- Conference and seminar registration fees
- Food and non-alcoholic drinks for business meetings (must follow system guidelines)
- Food and non-alcoholic drinks for student activities and athletic teams
- Entertainment and recreation only for student or academic purposes
Special Rules for Certain Purchases
- Third-party payment services (e.g., PayPal, Venmo): Only use if absolutely necessary. Must:
- Match the exact vendor price
- Be a one-time purchase
- Include receipts from both the payment service and the vendor
- Alcohol for academic use: Allowed only if part of approved coursework
- Cash equivalents (e.g., gift cards, bus passes): Must be purchased through Finance. Contact purchasing@metrostate.edu.