One Card makes it easy to purchase items in person, online, or by phone, email or fax. To make purchases for University business, keep receipts and proper documentation to include when filing your expense report. Learn more about making purchases with your One Card to ensure accurate records, proper data security and compliance with University policies.
How to Buy
How to Buy
The University’s How to Buy tool helps you make smart decisions and determine the best payment method when purchasing goods or services. It guides you step by step to ensure purchases follow University policies, save time and avoid common mistakes.
Sourcing specialists are also available to provide guidance and support throughout the process to help make transactions smooth and efficient.
Sales Tax Exemption
Sales Tax Exemption
When making a purchase, the cardholder should let the merchant know the University is tax-exempt. The University’s tax-exempt number is printed on the front of the One Card. Some merchants may also ask for a copy of the tax-exempt certificate. See Sales Tax & Exemption to access certificates and learn more about the University’s exempt status.
Remember, the exemption only applies to state sales tax. Other taxes, such as federal, local or use taxes, may still apply. If sales tax does get charged, the department can decide, based on cost and benefit, whether to contact the merchant to request a refund.
Required Documentation
Required Documentation
A receipt is required for every One Card transaction, and some kinds of transactions require additional approvals or documentation in order to process. Electronic copies of all receipts and required documentation should be attached to your expense report, where they become the official University record.
Once reported, any paper receipts only need to be kept if required by a third party. If a receipt is lost, contact the merchant to request a copy to include in your expense report.
Preferred Documentation
In order of preference:
- Original merchant receipt including merchant name, transaction amount, date and itemized description of purchased items
- If a receipt shows limited information or only lists item/part numbers without descriptions of the item, cardholders should add details to their expense report.
- Copies or facsimiles of the original receipt
- Packing slip or other merchant documentation
- Screen print or order confirmation email for online purchases, or a mailed order form sent to request an item
Transactions With Special Documentation/Approval
Transactions With Special Documentation/Approval
There are occasions when spending University funds on alcohol is appropriate, but only when it directly supports the promotion of the University’s interests. For every transaction in which payment or reimbursement is requested for alcoholic beverages, a written statement or attestation must be provided. See University Policy 26401 Incidental Expenses for additional information.
Purchases of computer hardware and software should follow the rules outlined in University Policy 12004 Information Technology & Telecommunications Purchases, as well as any IT requirements set by the individual campus. The purchaser must obtain the appropriate approval before making a purchase. After approval has been granted, a record of that approval must be included and clearly noted on the expense report.
University funds may be used to pay for institutional memberships in organizations when those memberships provide educational or professional value to the University or to a specific department or unit. In general, University funds may not be used to pay for individual or personal memberships. An exception may be allowed if the membership is necessary to carry out University duties or provides educational, professional or other services that benefit the institution.
When requesting reimbursement, the expense report must clearly state the purpose of the membership, the name of the organization and the name of the member. See Collected Rules & Regulations, Section 360.120: Dues and Membership in Organizations for additional information.
Per Diem Meals
Meals reimbursed on a per diem basis may not be charged to the One Card. These meals must be paid using another form of payment, with reimbursement requested through an expense report after travel has concluded. See University Policy 22603 Allowable Travel Expenses for additional information.
Business Meals
Business meals may be charged to the One Card when they are part of a University-sponsored meeting or event involving other individuals and are directly related to University business. Meals charged to the One Card may not also be included for reimbursement on an expense report.
The expense report must describe the business purpose of the meeting or event, identify the groups or committees involved, explain their relationship to the University and note the approximate number of attendees. See University Policy 22312 Business Meals for additional information.
Food for Non-Human Consumption
Food for non-human consumption may be charged to the One Card. The expense report must state the purpose of the purchase.
IRS guidelines treat gift cards the same as cash. Gift cards may not be purchased with the One Card unless the campus Finance office verifies that the program is approved under University Policy 22308 Gift Cards and that the gift card need cannot be met using purchasing options available in Show-Me Shop. In these cases, UM System Procurement must approve a purchase exception. Approval and exception documentation must be imaged with the One Card transaction receipt.
Incidental expenses may be allowed when a documented business reason supports the expense, the required approvals are obtained and an appropriate funding source is used. For unusual items without an obvious University purpose, the expense report must explain how the items benefit the University. See University Policy 26401 Incidental Expenses for additional information.
Routine base rent payments for leases with terms longer than 12 months are not allowed on the One Card. Variable lease costs, such as utilities, insurance and taxes, may be allowed on the One Card.
When using a third party payment provider (e.g., PayPal, Square, etc.), the expense report must include the item(s) purchased and the merchant’s name.
Room fees, hotel parking, internet charges and other business-related expenses may be charged to the One Card when traveling. The expense report must record the business purpose of the trip and the traveler’s name must be entered in the Assignee field.
Personal expenses including mini-bar, laundry, gym access, movies and room service may not be charged to the One Card. Travelers must use a separate form of payment at check-in for incidentals.
If the traveler is the cardholder, reservations may be made with their One Card. If another cardholder makes the reservation on behalf of the traveler, most hotels require a credit card authorization form. This form is provided by the hotel and confirms which charges may be applied to the cardholder’s card at the time of booking.
The One Card may not be used to secure reservations for Airbnb or Vrbo. Employees needing this option may make the reservation themselves and request reimbursement with an itemized receipt showing payment.
Allowable transportation purchases include airline, rail, shuttle, taxi, charter bus and rental cars. Enterprise and National Car Rental are preferred vendors.
All transportation-related purchases must be recorded on the expense report, including the business purpose of the trip and the traveler’s name in the Assignee field.
An individual renting a vehicle assumes liability for any loss or damage to that vehicle, regardless of fault. Using the One Card for rentals is recommended as it provides physical damage coverage at no cost to the University. Enterprise and National include collision damage/loss of use coverage (CDW/LOW) at no charge and other agencies offer CDW/LOW for a daily fee. This optional coverage should be declined unless required, such as when renting in other countries or for specific uses. If the One Card is not used, the University’s self-insured program pays for any physical damage to the rental vehicle.
All accidents involving rental vehicles, regardless of damage or injury, must be reported immediately to the rental agency and the University. Submit a copy of the rental agency report with the Vehicle Accident Report Form UM-5 to the appropriate campus claims coordinator. If the One Card was used for the rental, contact 1-800-MC-ASSIST (622-7747) within 30 days to ensure physical damage coverage. See Risk and Insurance Management’s Auto Insurance information for additional detail and contacts.
Avoid Card Use Pitfalls
Avoid Card Use Pitfalls
Sometimes transactions need to be disputed: maybe the charge is a duplicate, the amount doesn’t match the receipt or the item never arrived.
First, contact the merchant to try to resolve it. If that doesn’t work, the University’s One Card vendor can help, as long as the issue is reported within 60 days of the transaction. Start the process by filling out the One Card Dispute Form and refer to the dispute guide for detailed instructions.
Stringing
Splitting a large purchase that exceeds your card’s single transaction limit into multiple small transactions is called stringing and is not allowed.
If you need to make a purchase that exceeds your transaction limit, you can request a higher limit and Shared Services will help you determine whether One Card will work or if a PeopleSoft requisition is required instead. See the Account Changes & Card Management page to learn more.
If the One Card is used by mistake for a personal purchase, work with the merchant to reverse the charge and run it on a personal payment method.
Then, you’ll reimburse the University via check or cash recorded on a Cash Receipts Report (CRR).
Alternately, the expense report credit can be applied against any pending expense reports. Access the reimbursement guide for more.
Keeping Card Info Secure
Keeping Card Info Secure
Strong payment security practices reduce the risk of unauthorized transactions and protect both you as the cardholder and the organization. Use safe practices when providing card information and keep a watchful eye for any unusual activity to help prevent and minimize fraud.
Sharing Payment Information
In situations where you must extend your payment information by email or fax, send your card information in separate messages to help protect it. For example, send part of the card number in one email or fax, the rest of the number in a second message, and the expiration date in a third. This way, if one message is intercepted or sent to the wrong person, the full card details are not exposed, which lowers the risk of fraud.
Lost or Stolen Cards
To reduce the risk of fraud, you must report a lost or stolen One Card right away. The University’s card vendor may also flag suspicious charges and contact you to confirm recent transactions. If this happens, your card may be temporarily blocked until you verify the activity.
As the cardholder, you are responsible for contacting the bank, confirming or disputing charges, and working with them to resolve the issue. For additional information on reporting fraudulent activity or reporting lost or stolen cards, see Account Changes & Card Management.