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Items that Can/Cannot be Purchased with Purchasing Card
Purchase transaction information is posted to the web based software Paymentnet daily by JP Morgan Chase. Cardholders and/or Approving Officials may view this information 20 hours a day (not available midnight - 4 am to allow JP Morgan Chase to upload and update data) from any computer with internet access.
The posting date is the date the vendor sends the information about the charge or credit to the bank. There is usually several day difference between the transaction date and the posting date. Some transactions may be purchased in one billing cycle but not posted to the bank or reconciled until the next billing cycle.
Cardholders must provide the Approving Official with a receipt for each purchase posted during the billing cycle. The Approving Official will verify that the Cardholder has provided a supporting document for each transaction posted during the billing cycle being reconciled. The Approving Official will assign one or more MoCodes or PeopleSoft Accounts to each transaction. Each transaction may be divided between multiple MoCodes or PeopleSoft Accounts. When all posted transactions have been reconciled, the Approving Official must print a Statement of Account Report for that billing cycle. Each Statement of Account Report must be signed by the cardholder, the Approving Official, then should be forwarded to the Procurement Office. A copy of the report and all receipts will be kept by the department. Receipts and supporting documents must be kept for 5 years. Purchases against Grants should retain documentation for 5 years after the close of the Grant.
Procurement personnel will periodically review the Cardholder Statement Report and receipts in a post-audit.
Summary of responsibilities for Cardholder, Approving Official, Cardholder's Department, and Procurement Department.
| Cardholder | Provide receipts for all purchases to Approving Official Verify all purchases were university purchases Sign Statement of Account Report |
| Approving Official | Review and approve all transactions Account for receipts or explanations for all transactions Make changes to MoCodes or people Soft Accounts as needed Print and sign Statement of Account, give to Cardholder and Department Chair or other authorized signer. Sign Statement of Accoutn Report. |
| Cardholder's Department | Verify all purchases are university purchases Review and approve all transactions by due date Send Statement of Account Report to Procurement by due date |
| Procurement Department | Verify all transactions have been reviewed and approved |
Please refer to The University of Missouri Purchasing Card Manual Section 3.5-Prohibited Purchases and Section 3.8-Transactions Requiring Special Documentation or Approval.
An MCC or Merchant Commodity Code is a four digit code assigned to every supplier that accepts MasterCard. The bank that processes the supplier's charge card charges assigns the MCC Code to that supplier. UMSL has no control over what MCC Codes are assigned to suppliers. Each vendor is assigned only one MCC Code. An example: the MCC Code # 5411 Schnucks Grocery Stores, Supermarkets, #5912 Walgreens - Drug store, #5746 - OJ Photo Camera, Camera and Photo Supply Stores.
For every transaction or purchase, the MCC Code of the supplier is compared to the list of authorized MCC Codes for the Purchasing Card being used. If a supplier has a MCC Code that is not included as an authorized code, the transaction will be refused. MCC Codes and card limits provide the University and the Cardholder additional security that the purchasing card will not be misused.
Users are assigned the MCC Group that best relates to their needs as a purchaser.
Departments can set limits on each individual card for:
If a Department does not designate limits for a card, the card will be assigned the following limits:
| Number of Transactions per Day: | 99 |
| Number of Transactions per Billing Cycle: | 999 |
| Amount of Each Single Transaction: | $5,000.00 |
| Amount of All Transactions per Billing Cycle: | $15,000.00 |
Each card is also assigned a MCC Group. Purchases with vendors not included in the card's MCC Group will be declined at the point of sale.