P-Card Exceptions

A request for an exception should be sent in by the respective budgetary authority to the Procurement Card Coordinator in the form of an email. The request is then approved by the Director, Office of Procurement Services. If approved by Procurement Services, UMB Bank will be notified and a memo will be sent to the cardholder and their Budgetary Authority. A copy of the memo should be kept on file with the other P-Card documents.

The exception process will be used in order to make changes to the monthly or single transaction limits either on a temporary or a permanent basis, when buying from a foreign vendor or paying for an otherwise non-allowable expense.

The Office of Procurement Services reserves the right to decline any request for an exception. If necessary, exceptions can be initiated by the Office of Procurement Services.

Foreign transactions:

By default, transactions with international vendors are not allowed on the P-Card. Any non-travel foreign transaction needs to be approved by the cardholders respective budgetary authority. An email approval with the following information needs to be sent to the Procurement Card Coordinator:

• Vendor Name:
• Country located in:
• Amount Requested:
• Date of purchase/s:
• Product details (brief):
• Name on the credit card:
• Last 4 digits of the credit card:

When paying for foreign travel purchases, prior approval is not required from the Office of Procurement Services. However, cardholders are required to inform the Procurement Card Coordinator in order to make the necessary changes with the bank in order to allow for foreign purchases to go through without being declined.

All receipts in foreign currency are to be converted into US dollars. The receipt is to be converted using the date that the expense occurred and the conversion rate should be included in the P-Card documentation.