Part III - UNM Finance: Practical Applications

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Standard Accounting Resource Manual (SARM)

MSC 0000 00
1 University of New Mexico
Albuquerque, NM 87131

Guidelines for Preparation of PCard Monthly Reconciled Statements

The following are guidelines to ensure PCard Bank Statement, Transaction Log and supporting documentation are complete, legible and scan ready upon receipt in the Purchasing Department.

  • Bank Statement, Transaction Log and supporting documentation must be stapled on the top left hand corner not paper clipped. This should be the only staple.
  • Stickies, 'sign here' tags or post it notes of any kind must be removed throughout the supporting documentation.
  • All receipts smaller than 8 1/2 x 11" (or standard size paper) must be taped not stapled on all four sides to a blank piece of white paper. Do not use colored paper.
  • Only attach receipts to one side of page.
  • Only use clear tape to adhere your receipts to 8 1/2 x 11" size white paper in portrait view.
  • When using recycled paper, place a large 'X' on the side that is not to be scanned.
  • All signatures must be in blue or black ink.

The Purchasing Card may not be used for the following items and services unless the Director of Purchasing has signed a written waiver, in advance of the purchase.

  • Advertisements (With the exception of job advertisements for faculty and staff)
  • Alcoholic Beverages
  • Ammunition/Weapons
  • Animals
  • Awards
  • Capital Equipment
  • Cash and Travelers Checks
  • Commencement Expenses
  • Computers or servers purchased outside of LoboMart (SciQuest HigherMarkets)
  • Consultants
  • Copiers
  • Deposits for Facilities
  • Donations
  • eBay by special exception only
  • Fines/Late Fees/Penalties
  • Flowers
  • Food/Catering/Refreshments, including paper goods
  • Fund Raising Costs
  • Gasoline
  • Gifts
  • Honoraria
  • Independent Contractor Services
  • Insurance
  • Interest/Finance Charges
  • Internal Services, with the exception of the UNM Bookstore, Medical/Legal Bookstore, University Services (Digital Printing) and Student Publications
  • Key Duplicating
  • Legal Services
  • Lobbying
  • Long Distance Phone Calls/Pre-paid Phone Cards
  • Maintenance Contracts
  • Payments to UNM employees for goods or services
  • Performers
  • Photos/Electronic Images (to be published or reproduced)
  • Physical Plant Construction Projects, including paint for office maintenance
  • Postage stamps are not allowed, but the P-Card may be used to ship via UPS, FedEx, USPS, DHL, etc.
  • Prescription Drugs/Controlled Substances
  • Professional Services
  • Promotional Items
  • Public Relations Items
  • Rent/Rentals
  • Services over $2,500 or services on the unallowable list.
  • Software that is available for purchase from ITS and/or exceeds $2500.00
  • Student Events
  • Telephones/Telecommunications services - Including cell phones and cell phone service
  • Third party checkouts like Google Checkout, PayPal etc by pre-approved special exception only
  • Tuition, including UNM tuition
  • Utilities
  • Vehicle Repair

To request a special exception to purchase a prohibited, the PCard holder can submit a “PCard Special Exception” request.

PCard Special Exception Form

The special exception form can be found here:
https://login.unm.edu/cas/login?service=http://www.unm.edu/%7epurch/forms/exception.html 

Upon receipt of the approved request, the Purchasing Card Administrator will make the necessary arrangements to authorize the request. Special exception requests are not approved until Purchasing contacts the Cardholder. The Cardholder is required to include a copy of the PCard Special Exception Form with the monthly PCard transaction log before submitting the files to the Purchasing Department for review. If a purchase of capital equipment is approved as an exception, the Cardholder must submit the Inventory Control Equipment Purchase Form after the charge posts in Banner:
https://login.unm.edu/cas/login?service=http://www.unm.edu/%7epurch/forms/equipment.html.