8.12.4 Restricted & Prohibited PCard Purchases

Policy Statement

The PCard may be used for restricted purchases if appropriate funding is available, and the purchase conforms to University of Illinois System policies. Administrative controls and/or legal requirements place limitations on the use of the PCard. Items from the prohibited PCard list may not be purchased using a PCard.

Reason for the Policy

To apprise PCard users of restricted purchase categories that may be used when funding is available and provide information on the applicable system policy(ies) to follow when making such PCard purchases.

Also, to apprise PCard users of the items that are categorized as prohibited and may not be purchased using a PCard.

Applicability of the Policy

All restricted and prohibited PCard purchases.

Procedure

Purchasing Guidelines

Administrative controls and/or legal requirements place limitations on the use of the PCard. The following list is not all inclusive. Participants should contact UPAY Card Services and/or review policy to assist in determining if a purchase is allowable. 8 Payments and Reimbursements also provides a list of unallowable expenditures from various fund sources.

Restricted Purchases

PCards can be used for the following items when corresponding requirements are met and appropriate funding is available. Related policies are noted where applicable to provide additional information on requirements and procedures before making any purchases from these categories:

• Beverage and food equipment and supplies for public reception areas—are allowable if the purchase is in compliance with (8.1.3 Determine the Allowability of Specific Expenditures), and fully documented in the expense report.
• Calling cards—are allowable if the unit maintains a log of all calls made on the card and reports to Payroll any personal calls made. 8.7 Cell Phone & Data Plan Business Expenses
• Computer Software and Electronic Services

  Software and electronic services for which the total cost is less than or equal to $7,500 is a restricted purchase as identified in 8.12.2 PCard Roles and Responsibilities. Software and electronic services less than or equal to $7,500 may be purchased with a PCard if the requirements are met and the required form is filed in the unit as back-up documentation for the purchase. Prior to using a PCard to purchase allowable software or electronic services, the unit must complete the Software and Electronic Services Purchased by PCard form to determine allowability. If the purchase is allowed, 1) a PCard exception request is NOT required; and 2) the unit must retain the final approval email and the Software and Electronic Services Purchased by PCard form in the unit’s file, as well as attach the final approval email and the PDF of the completed form to the expense report in Emburse Enterprise. Software and electronic services that do not meet the requirements must be purchased by submitting a purchase requisition in iBuy (with any required terms and conditions submitted as a contract request in Contracts+). Please see the Software and Electronic Services Purchased by PCard form for additional information.

  For information about the selection and secure use of software and electronic services, contact:
  Chicago: uicpurchasing@uillinois.edu
  Springfield: UISPurchasing@uillinois.edu
  System Offices: procurement@uillinois.edu
  Urbana-Champaign: urbanapurchasing@uillinois.edu

• Conference fees—use of the PCard for conference fees is allowable only if there are no lodging expenses included in the cost.
• Interdepartmental transactions—are allowable for units that sell to external customers, including auxiliaries and activities; e.g., Campus Union Operations, system-owned bookstores, campus convenience stores, Conferences and Institutes, Division of Intercollegiate Athletics, and other system sponsored programs and events.
• Material Transfer Agreement (MTA) payments under $4,999—are allowable if the MTA was processed in accordance with the proper university MTA contract process and the MTA is fully executed PRIOR to making the payment. Chicago should consult the Office of Sponsored Programs; Springfield should consult UIS Purchasing and Contract Management; Urbana should consult UIUC Purchasing; and system units should contact System Purchasing and Support Services.
• Memberships—see 8.1.3 Determine the Allowability of Specific Expenditures for additional information.
• Off-site repair of equipment—are allowable if the amount of the repair is known in advance to be less than the Cardholder's maximum transaction limit and there are no terms and conditions.
• Postage Stamps—postage stamps for system mail are allowable from all funds. However, postage stamps purchased with state funds must be perforated with a Block "I" for identification purposes according to Illinois State Statute 30 ILCS 500/25-35. These perforated stamps are available for purchase at:
  • Urbana—Campus Mail (54 East Gregory Drive- Printing Building) or online through Illini Union Campus Mail
  • Springfield—Campus Services, Mail Department (Building Services Building, Room 139)
  Non-perforated stamps are allowable only from institutional, gift and endowment, self-supporting (when related to the generation of the fund's revenue), and service plan funds.
• Services—Services involving labor and/or installation are allowed if provided by a Master Contract. Please refer to the University Contract Search for a possible list of vendors.
• Signs—are allowable if no installation is done by the vendor and if the unit has written approval in advance that the sign meets university and Americans with Disabilities Act (ADA) requirements. (At University of Illinois at Chicago, obtain approval from Facilities Management; at University of Illinois at Springfield, obtain approval from Physical Planning and Operations; at University of Illinois at Urbana-Champaign, obtain approval from Project Planning and Facility Management).
• Telecommunication equipment (other than phones or answering machines) —is allowable if the unit receives approval for the purchase from the university telecommunications office. At University of Illinois at Urbana-Champaign, networking equipment (wired and wireless) that must be connected to the university network requires approval by Technology Services Network Design Office (NDO) prior to purchase.
• Tuition fees for employees and students, including graduate students (See Tuition Waiver Overview) —tuition is not allowed for a degree-seeking program.
• Typesetting, printing, and binding (including office forms) —is allowable if the unit has complied with applicable portions of the Illinois Procurement Code and any university regulations governing such purchases (7.2 Purchase of Goods and Services Printing Requirements).
• Uniforms—are allowable provided that they are for university job duties or events and will not be used for personal use.

Prohibited Purchases

PCards may not be used for the following items:

• Business Meals and/or refreshments for a specific event (allowable on the travel card (TCard))
• Capital Development Board purchases
• Cash advances
• Catering
• Cell Phone Monthly Service—are allowable if purchased in accordance to guidelines established by the System Purchasing and Support Services or the appropriate university Purchasing and Contract Management office (PCM) and policy 8.7 Cell Phone & Data Plan Business Expenses. Note: the devices may not be purchased with a PCard.
• Charter bus and charter air services
• Chemicals as specified (specific precursor and chemicals/toxins not allowed for purchase with PCard)
• Contracts (purchases for which the vendor requires an agreement or involves terms and conditions except as allowed under Restricted Purchases).
• Consultants and Other Contractors for Services – See 17.1 Consultants and Other Contractors for Services.
• Deposits—transactions that require a deposit involving terms and conditions
• Employee expenses while in travel status; travel status expenses include, but are not limited to:
  • Airport shuttles
  • Automobile rentals
  • Baggage fees
  • Insurance
  • Laundry and dry cleaning
  • Lodging, including reservations, and services
  • Parking
  • Per diem allowance
  • Personal, rental, or system vehicle fuel
  • Taxi cabs
  • Tolls
• Fuels in bulk, including but not limited to: alcohol, ethanol, gasoline, diesel, kerosene, propane, fuel oil, aviation, and any other combustible liquid or gas. Note: Purchase of minimal fuel for work equipment (e.g., boats, tractors, etc.) is allowable.
• Furniture with a unit cost of $1,500 and above
• Gift certificates, gift cards, cash-equivalent prepaid cards (8.1.4 Determine the Allowability of Gifts, Prizes, and Awards to Individuals)
• Goods shipping from outside the United States where the system or one of its universities is the Importer of Record (i.e., where the system or one of its universities needs to work with a customs broker).
• House accounts; e.g., extension of credit by a vendor allowing the payment of goods or services over a period of time, or on a summary invoice or bill. Note: Utilities are exempt from this prohibition.
• Lab or specialty gases, including but not limited to: liquid or compressed nitrogen, helium, and oxygen If vendor is listed on the Approved Vendors for Cardholders an exception is not needed.
• Laminar flow fume hoods and biological safety cabinets
• Live animals
• Moving expenses (8.11 Relocation Assistance)
• Parking tickets, non-i-Pass prepaid tolls, or fines
• Payments for or on behalf of Foreign Nationals
• Personal purchases of any kind
• Personal electronic communication services and equipment, including but not limited to: cell phones and accessories, internet service provider (ISP), cable, satellite, On-StarTM, GPS devices, or any other service that is activated
• Prescriptions drugs and pharmaceuticals
• Purchases from business concerns of which an employee (or an employee's spouse, parent(s) or children) is a sole or principal owner, major officer, or primary employee
• Purchases from system employees, their spouses, parents, or children
• Radioactive materials
• Recombinant deoxyribonucleic acid (RDNA). If vendor is listed on the Approved Vendors for Cardholders an exception is not needed.
• Rental or lease of equipment or meeting space that is not system-owned, unless listed as an allowable contracted vendor listed on Strategic Procurement—Contracts & Awards page.
• Trade-in of inventoried equipment
• Travel and lodging expenses for employees and non-employees, including students and guests of the system
• Vehicle purchases, reservations, or rentals, e.g., autos, trucks, and cycles
• Weapons, ammunition, or detonating equipment or material