Division of Finance and Management

Purchasing Card and Travel Management

The Purchasing Card and Travel Management Office is located on the first floor of Truth Hall, Room 111B. This office is responsible for the coordination of the Purchasing Card Program. The Purchasing Card Program empowers authorized employees to make purchases on behalf of the University's departments using a credit card in lieu of a Purchase Order or similar documents. The specific cards are subject to restrictions and limits that are mandated by the University and the State of Maryland.

Applications
If an employee is permitted to receive a purchasing card, the appropriate department completes a Request for Purchasing Card Memo, obtains the appropriate signatures and forwards it to the Purchasing Card Office. When the card application is received by the Purchasing Card Office, the applicant will be contacted to receive an overview of the program and sign the application.

Training
The Purchasing Card Office will contact potential cardholders to schedule a training session appointment. Each cardholder must complete a training session on the use, responsibilities and restrictions of the purchasing card. Upon completion of the training, the cardholder will sign the cardholder agreement, receive a purchasing card and the logging system user ID.

Logging
One of the primary responsibilities of the cardholder is to complete an automated log of all purchases made with their purchasing card. The completed logs with the receipts attached must be signed by the cardholder, the designated authority and forwarded to the Purchasing Card Office. A completed log will be used to distribute the purchases to the proper cost category (equipment repair, office supplies, memberships, etc.) within the designated account.

Lost Cards
If a purchasing card is lost or stolen, an immediate phone call to U.S. Bank at 1-800-344-5696 is required. The Purchasing Card Office and the cardholder's manager are to be notified as soon as possible.

Travel
In-State - Expenses associated with mileage, parking or tolls are reimbursed through the completion of Form GAD X-5, State of Maryland Expense Account. Your supervisor must have been aware of such travel, in advance, for you to qualify for reimbursement. Registration and conference fees must be procured four (4) weeks in advance of the required due date through the purchase requisition process or procured via a purchasing card.

Out-of-State - Out-of-State travel must be authorized in advance of travel. Approval must be requested on Form COMP 01 (Request for Approval of Out-of-State Travel). Out-of-State travel should be requested thirty (30) days in advance and Out-of-Country travel must be requested sixty (60) days in advance to enable all appropriate approvals to be obtained. Keep in mind, airline rates are usually more expensive if purchased closer to the departure date.

An approval by the respective Vice President will be issued on an original GAD X-3A Form to the requestor. The requestor will immediately utilize the pre-numbered authorization number on the GAD X-3A Form to finalize airplane, train or bus arrangements with the University's designated travel agent. If the traveler desires to use an alternate travel agency, the Purchasing Card/Travel Management Office must be contacted PRIOR to obtaining travel arrangements. Other travel expenses (i.e., registration fees, lodging and meals) should be handled through the routine purchasing process or use of a credit card. The University's travel agent can also obtain hotel accommodations using a purchasing card. Travel request instructions are outlined on the reverse side of the COMP 01 Form, which may be obtained from the University's Central Storeroom.

To obtain additional information concerning the Purchasing Card Program or Travel Management, please call the Purchasing Card and Travel Management Office.

NOTE: Employees incurring authorized travel expenses, In-State or Out-of-State, must submit a Maryland State Expense Account Form (GAD X-5) to the Comptroller's Office in a timely manner to receive reimbursement through the State of Maryland Comptroller's Office. Original receipts must be attached to support reimbursement requests.

For more information on travel and meal reimbursement rates, please visit www.morgan.edu/facstaff/travel.asp.

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