Purchasing Policy

This Social Work webpage provides some basic information on policy and procedures most frequently used by Department of Social Work employees.  However, all employees are responsible for following University Purchasing Policy and all other University policies regardless of what is listed on this webpage.  The Purchasing Procedures section provides relevant information and required for purchasing and reimbursement.

Needed goods and services will be identified, selected, and acquired as economically as possible according to specified standards of quality and service, while giving responsible suppliers fair consideration. This should be done in a timely and organized manner that provides for the accountability of University expenditures and compliance with all applicable restrictions imposed by funding sources and legislative bodies.

The University of Minnesota sponsors a corporate business travel card for employees traveling on University business to pay for travel expenses including airfares, lodging, car rental, other ground transportation, meals, and miscellaneous travel expenses.  The individual to whom the corporate travel card is issued has sole liability for charges made and payment in full is due according to the terms and conditions of the issuing financial institution.

The Corporate Travel Card provides employees with a convenient method of payment for business expenses and reduces the need for the University to administer a system for travel advances. Reports issued by the card provider enable the University to capture travel information necessary to manage University travel. The card also provides individuals with benefits such as additional vehicle rental, property, and baggage insurance coverage, check-cashing privileges, and emergency assist services.  Individuals are responsible for Applying for a Corporate Card.

The University of Minnesota sponsors a purchasing card program enabling employees to make business-related purchases for goods and standard (not professional) services up to $2,499.00 on sponsored and non-sponsored accounts.  The card is best used for items such as books, conference registrations, hospitality, miscellaneous office supplies, airline charges and subscriptions.  A purchasing card cannot be used for lodging, travel meals or various other capital and miscellaneous expenses.

The Department has a purchasing card (with Joan Hendershot), as does the Center for Regional and Tribal Child Welfare Studies (with Karen Nichols).

The primary differences between the two cards are:

• The corporate card is in the employee’s name, and the employee is responsible for paying the invoice, then applying for reimbursement from the University
• The purchasing card payment is made directly by the University, and reconciled by the Department.
• The purchasing card may not be used for lodging or travel meals while the corporate card may be used for most expenses.
• The purchasing card transaction limit is $2,499
• The corporate card is not tax exempt, while the purchasing card is tax exempt.

Non-employees or organizations may be paid up to $2,500 per year for professional services rendered without requiring a contract for professional services.  If a person/organization is expected to earn above $2,500 in a single year, a contract for professional services is required.  Please contact Karen Nichols if you have any questions.