We use QuickBase to upload receipts and provide justifications for procurement card transactions. PIs should send receipts to their assistants promptly, ideally within 24 hours to prevent them from being forgotten.
Cardholders and assistants acting as delegates for PIs will upload the documentation. If you do not have access to this app, please contact phys-finance@mit.edu.
Documentation should be submitted in QuickBase to the verifier within 10 days of the transaction. Reminders will be sent to card managers before transactions sweep.
Cardholders with more than 3 swept charges will have their card suspended. If a cardholder consistently fails to submit documentation in a timely manner, their p-card will be canceled.
Refer to ‘How to use the Card Manager’s Dashboard’ and ‘How to complete a ProCard form’ on instructions on how to submit documentation in QuickBase.
You can review MIT’s ProCard policy here:
Hold Policy
If a cardholder has three swept charges for which they have not submitted documentation, a hold will be placed on their card until they provide proper documentation for ALL charges to their card (including charges that have not yet swept). Cardholders whose cards have three or more swept charges will appear in the report on the homepage of the ProCard database.
90 Day Holds
If a cardholder is going to have their card put on hold for the third time within a year, the hold will be for 90 days.
- ProCard cannot be shared, only the card holder should be making the purchases
Email: Phys-finance@mit.edu
Documenting Meals
Documentation for meals requires a clear explanation of the purpose of the meal and who was in attendance. This is required to determine allocability – to show the meal is a legitimate business expense. There are two types of meal-related G/Ls, defined by the affiliation of the attendees of the event in question:
- If any persons present at a gathering with food are not MIT-affiliated, it is considered a “Business Meeting”, and the food G/L 421000 must be used regardless of the content of the meeting itself.
- If all persons in attendance are MIT-affiliated, then this would not be considered a business meeting, and the food G/L 421200 can be used.
Provide itemized receipt for all meals.
Unallowable ProCard Charges
Alcohol:
MIT policy states that alcohol should not be purchased with the PProCard. Should an individual wish to purchase alcohol it is best to request a RFP or use the Travel Card. If a cardholder’s alcohol purchase is audited by the Pcard office, they will have a mark on their record.
Personal credit cards can be used for the alcohol and then get reimbursed by submitting a RFP.
Always be sure to break out alcohol with GL 421205 when verifying. Do not lump in with the food (421000).
Photo by: Sarah Kilian
Unallowable/Personal Charges
- In the event of personal charges made using a ProCard, the funds will need to be returned. The employee may request a Payroll Deduction form from the finance team, that will automatically take these funds from the employee’s next paycheck or they can send a check to MIT.
- For unallowable purchases, the policy is similar to having sweeping transactions. If a cardholder makes multiple unallowable charges within the same calendar year, their card is subject to a hold, and will need to be reconciled with the finance team to restore purchasing privileges.
Sales Tax
Because MIT is sales tax exempt, sales tax is not allowable on the ProCard. If a cardholder is charged sales tax, they must seek a sales tax refund from the vendor.
Cloud
Cloud services purchase is not allowed on the ProCard. Examples of such would include but not limited to Amazon Web Services, Dropbox, Google App, etc. Pay through B2P.
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