Purchasing Card Policies Manual

6.0 Card Enhancements (Forms Required)

6.1 PCard Plus

The PCard Plus Enhancement adds the ability to make purchases relating to: business meetings, business entertainment, special events and employee recognition/retiree farewell expenses. The PCard Plus Enhancement can be added at the Departments request. PCard Plus Enhancement option can be selected at the time of application process. 

To add the PCard Plus Enhancement to an existing PCard, a PCard Change Form must be submitted to the PCard Office.

6.1.1 Circumstances for Use:

  • Food, including but not limited to grocery stores, catering expenses & restaurants.
  • Meeting room/event space.
  • Related expenditures, including but not limited to meeting supplies, paper products, decorations, audio visual or other related equipment rental & small dollar (less than $15.00) mementos.
  • Service awards (non-cash, non-taxable awards for years of service) or achievement awards (non-cash, non-taxable awards for exceptional achievements with significant departmental impact).
6.1.2 Unallowable Expenditures
  • Alcohol.
  • Employee social or recreational functions where no business is conducted or business objectives are present (for example, memorial services, Christmas or other holiday related parties, employee social functions).
  • Tips to merchants (i.e. restaurants) exceeding 20% of total bill. Refer to Policy 9.10 Requisitions/Reimbursements
  • Cash awards or gift certificates/gift cards to be used as awards.
  • Taxable awards.

6.1.3 Responsibilities

  • Comply with The University of Arizona Policy for Catering and Food Service, and Purchasing Policy 6.4 - Catering Orders.
  • Any rental agreements or contracts must be sent to The University of Arizona Contracting Office for review and signature:
  • Sarah Curley
    Contracts Associate
    (520) 626-3919
    (520) 621-9847 fax
    somahen@email.arizona.edu
  • Record the date, business purpose and attendees of a meeting or entertainment/event by completing a PCard Purchase Authorization Form (or equivalent document). Include sign up sheet and/or meeting agenda if applicable.
  • Verify the appropriate accounts are used for expenditures; see FPP Policy 9.10, Table 1, for the Allowable Expenditure Summary. State and Sponsored Accounts are not allowed on PCard Plus.
  • Verify the appropriate Object Codes are used for expenditures. 
  • Comply with The University of Arizona Policy for Employee Recognition, Employee Farewells, Business Meetings and Business Entertainment and Service and Achievement Awards under FPP Policy 9.10.

Employee Recognition

  • The cost of each recognition event does not exceed $15 per person per event to cover the cost of refreshments or a modest meal, minimal decorations, mementos etc.
  • The event is held proceeding, during, or immediately following normal business hours.
  • The recognition events must be non-discriminatory and held for the benefit of all eligible departmental employees.

Employee Farewell

  • The retiree has been continuously employed at the University of Arizona for a period of no less than 10 years.
  • The cost of each retiree farewell event does not exceed $15 per person per event to cover the cost of refreshments or a modest meal, minimal decorations, mementos etc.
  • The event is held proceeding, during, or immediately following normal business hours.

Business Meetings

  • The primary purpose is to conduct business or disseminate information. Business meetings require advance planning, involve groups of people and have considerable cost. Examples include luncheons and dinners for groups, banquets, conferences, workshops, retreats and seminars.

Business Entertainment

  • The primary purpose of Business Entertainment is to further business relations. Business Entertainment is smaller in scale, includes a small number of people and is fairly low cost. Examples include business lunches or dinners, tickets to athletic, cultural or other events.

Service/Achievement & Retiree Farewell Awards

  • Non-taxable Service/Achievement awards $75 or less
  • Non-taxable Retiree Farewell awards $400 or less
  • Maintain itemized original receipts and PCard Purchase Authorization Form (or equivalent document) in conjunction with the Records Retention Policy. 

6.2 Travel Enhancements

The Travel Enhancement must be coded to a PCard by Departmental request. Travel Enhancement option can be selected at the time of application process.  To add the Travel Enhancement to an existing PCard a Change Form must be submitted to the PCard Office.  The Travel Enhancement does not include hotel or food per diem for employees or non-employees.

Travel related purchases on the PCard must comply with The University of Arizona FPP Travel Policy 14.00.  

The Travel Policy requires that in addition to the original itemized receipt, a travel authorization and expense report be completed for each traveler.

6.2.1 Employee Travel

The Travel Enhancement adds the ability to purchase EMPLOYEE airfare and primary mode transportation expenses (airfare, rental vehicle, shuttle service, train, taxi) and gasoline for rental vehicles or UA fleet vehicles.

Allowable employee travel expenses include:

  • Airfare
  • Shuttles
  • Trains
  • Taxi
  • Rental vehicles
  • Gasoline for rental vehicles or UA fleet vehicles 
    U of A Motor Pool: Every attempt should first be made to use the UofA Motor Pool for renting vehicles and purchasing gasoline on In-State travel; as well as Out-of-State or Foreign travel that originates from Tucson. The PCard should not be used for gasoline in a Motor Pool vehicle. 
    State of Arizona Contracts: If a Motor Pool vehicle cannot be used, the secondary preferred vendor for rental vehicles would be through Enterprise Rent-a-car/National available under the State of Arizona Contract # ADSPO14-071929 (more information available on Vehicle Rentals) More information on insurance coverage for University employees and rental vehicles is available through Risk Management.
    Voyager Fleet Cards: The preferred payment mechanism for gasoline while using a rental company other than the Motor Pool would be the State of Arizona ‘Voyager Gas Card'. If the Voyager card is not available, the PCard can then be used. Contact the Garage/Motor Pool for an application.
    Gasoline Justification: PCard receipts for gasoline used in a University vehicle should include the vehicle number and business purpose for the gasoline. PCard receipts for gasoline used in a rental vehicle should include the business purpose for the gasoline. Purchasing gasoline for a personal vehicle is not allowed on the PCard; even if used while on University Business.

6.2.2 Non-Employee Travel

Non-employee is defined as a seminar/conference speaker, visiting expert, an unpaid employee, a candidate being interviewed for an open position (recruitment) or a student; as long as the non-employee is a U.S. Citizen or has U.S. Permanent Residency (green card holder) and is not a foreign visitor (non-resident alien).

The department accepts full responsibility to ensure that the purchasing card is used only for airfare/primary mode transportation for non-employees.  Only the designated cardholder is allowed to make travel purchases.  The department business office will review travel itineraries for validity prior to the issuance of the airline ticket, and will maintain itineraries and other records in accordance with University policy and procedures.

Travel related purchases made on behalf of a non-employee should be refundable only to the specified University of Arizona PCard.  In addition, any unused, non-refundable ticket is considered property of the University of Arizona and must be returned by the traveler to the University of Arizona.

 Allowable non-employee travel expenses include:

  • Airfare
  • Shuttles
  • Trains
  • Taxi

Only those expenses related to the initial recruiting trip may be included in

Interviewing and Recruiting Expense.

Expenses incurred on subsequent trips made prior to the employment start date are considered relocation expenses and must be processed through FSO Operations - Accounts Payable.

Non Employee Travel: (Visiting Non-employees as well as Visiting Non-employee students)

1. Provide a statement certifying that the traveler is a US Citizen or has US Permanent Residency (green card holder). 
Note: Payments to or on behalf of a foreign visitor are not allowed on any University Purchasing Card. Refer to  Financial Policies and Procedures Manual: FPP Policy 9.16 Payments to Nonresident Aliens.

2. Provide the detailed UA business purpose and any additional documentation such as the following:

Visiting Speakers & Visiting Experts:

Visiting Students:

3. If original itemized receipts are not submitted, the business related expense will be reported to the IRS as taxable income on a form 1099 for the independent contractor.

  • FPP Policy 9.12 , Sub-section: "Reporting Payment for Services", which follows Paragraph 43.
University of Arizona Students (Reference 6.2.2 Non-employee travel):

1. Provide a statement certifying that the traveler is a US Citizen or has US Permanent Residency (green cardholder). Note: Payments to or on behalf of a foreign visitor are not allowed on any University Purchasing Card.  Refer to Financial Policies and Procedures Manual: FPP Policy 9.16 Payment to Nonresident Aliens.

2. Provide the detailed UA business purpose and any additional documentation such as the following:

  • Business Related Travel
    • Explanation of how the University benefits from the student's travel.
  • School Related Travel
    • If the travel is for the benefit of the student and their studies, process through Financial Aid Services with a Student Scholarship Authorization Form (SSAF). Refer to FPP Policies Section 13.
General Information may be found in FPP Policy 9.00

Employment Recruiting Travel:

Provide the job # and the letter of invitation to interview for a specific job posting relating to any employee/graduate/post doc employment recruiting travel. Only those expenses related to the initial recruiting trip may be included in Interviewing and Recruiting Expense.  Expenses incurred on subsequent trips made prior to the employment start date are considered relocation expenses and must be processed through FSO Operations - Accounts Payable.

6.2.3 UA Student Employee Travel

  • Travel pertaining to the Student Employee's work related role/duties shall be in accordance with PCard Policy 6.2.1 Employee Travel.
  • Travel not pertaining to the Student Employee's work related role/duties shall be in accordance with PCard Policy 6.2.2 Non-Employee Travel (section University of Arizona Students).

Reference Financial Policies and Procedures:  Policy 9.10, Requisitions/Reimbursements

 


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