Purchasing Card & Emburse Enterprise

PCard Policy

Purchasing Policy

Emburse Enterprise

Emburse User Guide

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The Utah Tech University US Bank Visa Purchasing Card (PCard) Program is intended for small-dollar, low-risk business purchases and must be used in accordance with Procurement Policy 221, PCard Policy 222, and all applicable university purchasing procedures.

Prior to receiving a PCard, employees are required to complete the PCard Training and successfully pass the PCard Quiz. Once completed, the Purchasing Office will authorize the card for release to the employee’s supervisor. Upon receiving the card, each cardholder is also required to register their US Bank account to access and manage their PCard information.

To apply for a PCard, employees must submit a completed PCard Application with supervisor approval to the Purchasing Office via email.

For questions regarding the program, training access, or application support, please contact the Purchasing Office. Additional forms, training materials, and program resources are available through University purchasing resources.

Cardholder Expectations

Cardholders are responsible for the appropriate use of their PCard in accordance with University policies. Responsibilities include:

  • Registering for a US Bank account upon receipt of the PCard
  • Reconciling transactions within 14 days of purchase
  • Ensuring all purchases are valid, necessary, and policy compliant

Cardholders may assign a Basic Delegate to assist with administrative tasks; however, the cardholder remains fully responsible for all activity on their account. Failure to meet these responsibilities may result in suspension or loss of PCard privileges.

/UNDERSTANDING YOUR PCARD

US Bank/Access Online

All cardholders must register for a U.S. Bank account upon receipt of their PCard in order to activate and manage their card. Registration provides access to account features needed to view transactions, monitor activity, and support timely reconciliation in alignment with Utah Tech University PCard procedures.

/ACCESS ONLINE GUIDE

US Bank

Emburse Enterprise

Emburse Enterprise is the University’s expense management system used to reconcile PCard transactions. Cardholders and supervisors use it to review, allocate, and approve purchases, attach required documentation, and ensure compliance with university policies in a centralized, paperless workflow.

/EMBURSE ONLINE TRAINING

/EMBURSE USER GUIDE

Emburse Enterprise

PCard Usage and Limits

PCard use is limited to small dollar purchases only. Any transaction exceeding the $5,000 limit must be submitted to the Purchasing Office and processed through a Purchase Requisition in accordance with University procurement procedures.

Read through the Purchasing Card (PCard) Program Guidelines for a better understanding of required PCard limits and oversight.

The following flowchart below will help you determine whether using your University PCard is the best option or if you should follow the standard purchasing process through a purchase requisition.

Purchase Card Usage Flowchart

Start by identifying the business need for the purchase and determining whether the transaction:

  1. Falls within your assigned PCard transaction limits
  2. Is under the University’s $5,000 small purchase threshold for PCard purchases
  3. Allowable under Utah Tech University PCard and procurement policies

As a reminder: If additional approvals are required (e.g., UMAC approval for UT logo use, IT approval for software purchases, Facilities approval for furniture purchases, or Legal review for purchases involving contracts, agreements, or terms and conditions), those approvals must be obtained prior to making the purchase. Failure to obtain the required approvals in advance may result in the cardholder being held personally liable for the purchase.

  • If you’ve answered yes to questions 1 – 3 and, if needed, acquired the approvals needed, proceed to next step.
  • If you’ve answered no to questions 1 – 3, use the standard purchasing process and contact the Purchasing office.

Now that you’ve determined the purchase is allowable on your PCard:

  1. Always request that sales tax be removed, especially Utah sales tax. If the vendor is unable to remove the tax, document your attempt and include that explanation in your Emburse report. The expectation is that cardholders consistently request tax exemption on eligible purchases.
    1. You can find the University’s tax exemption on the Purchasing website > Purchasing Resources – click here
  2. Complete the purchase using your PCard.

Next: Retain an itemized receipt or invoice from the vendor for documentation purposes.

The receipt or invoice should clearly show:

  • The vendor name
  • Date of purchase
  • Itemized list of goods or services purchased
  • Total amount paid
  • Proof of payment when applicable.

Order confirmations, quotes, or screenshots of online carts are not accepted as valid documentation. Proper documentation is required to support University business expenses, ensure compliance with purchasing and PCard policies, assist with reconciliation in Emburse, and provide an audit trail for future reference.

Finally, it may take approximately 3–4 business days after payment for the transaction to appear in your Emburse eWallet. Always ensure that you:

  • Reconcile the transaction within 14 days of its appearance in your eWallet in accordance with Utah Tech University PCard procedures.
  • Upload all required supporting documentation, including an itemized receipt or invoice.
  • Verify that the transaction details, accounting information, and business purpose are accurate before submitting

Failure to reconcile transactions within 14 days may result in a temporary suspension of your PCard privileges. Refer to University Policy 222: Sections 4.9–4.10 and Procurement Policy 221 for full details as well as the PCard Violation Sheet.

 

US Bank / Access Online

US Bank Access Online is a secure platform used to monitor PCard activity, review transactions, and access account information. It allows cardholders and administrators to track spending and support compliance with University purchasing policies. All cardholders are required to register for a US Bank Access Online account to view transactions and manage account activity.

US Bank Access Online – 5 Steps for End Users

1

Receive Your PCard

Once your University PCard is issued, you will need to register for online access.

2

Register Your Account

Go to US Bank Access Online and complete the registration using your University email.

Access Online Guide
3

Log In to Access Your Account

Sign in to view your PCard dashboard, available balance, and account details.

4

Review Transactions Regularly

Check and monitor all posted transactions to ensure accuracy and proper documentation (Emburse Enterprise)

5

Support Reconciliation in Emburse

Use transaction details from US Bank Access Online to complete and reconcile expenses in Emburse within the required timeframe.

Emburse Enterprise

Emburse Reconciliation

Emburse Enterprise is a powerful platform that helps our institution manage spending more efficiently. It allows users to track expenses, automate approvals, manage PCards, and ensure compliance with policies and budgets. By centralizing expenses, invoices, travel, and card transactions in one place, Emburse simplifies monitoring, reporting, and overall financial management.

First, Title your report correctly:

  • (report type).FirstName.LastName.MM.DD.YY (the date is the date of the latest purchase)

Report type options:

  • PC – PCard Reconcilation Report
  • ER – Expense Reimbursement
  • TR – Travel Authorization and Travel Claim

If I am trying to create a PCard Reconcilation Report, I would title it – PC.Malia.Tafua.05.15.26

Next: Add Transactions to Your Report

  • You may add up to 25 transactions per report.
  • Your Business Description should explain what was purchased.
  • Your Business Purpose should explain why the purchase was necessary for your department, office, or program. Be specific so the expense can be easily understood and approved.
  • Include the Index Code for the purchase. If you do not know the Index Code, contact your Supervisor.
  • Upload an itemized receipt or invoice for each transaction.
  1. Receipt/Invoice requirements
    1. Vendor name
    2. Itemized list of the products or services provided
    3. The transaction amount in Emburse must match the total amount shown on the receipt or invoice.
      1. If the amounts do not match, the cardholder must provide an explanation of the discrepancy. However, it is at the auditor’s discretion to determine whether the cardholder must contact the vendor to obtain a corrected receipt or invoice, or if additional information is required before the transaction can be approved.
  2. Additional approvals
    1. This includes internal approvals (UMAC, IT, Facilities, Legal, etc)
    2. Other departmental or compliance approvals as applicable

Proper documentation is required to support University business expenses, ensure compliance with purchasing and PCard policies, assist with reconciliation in Emburse, and provide an audit trail for future reference. Order confirmations, quotes, or screenshots of online carts are not accepted as valid documentation.

 

 

Finally: Submit Your Report

  • Submitting your report places it into the approval workflow:
    • Cardholder → Supervisor → Budget Admin → Gatekeeper → Audit → Export

Depending on the purchase, some reports may route to additional approvers or offices for review. For example, selecting the Awards/Gifts/Prizes expense tile will route the report to Accounts Payable for review and approval before Purchasing completes the final audit. Meal purchases are limited to $27 per person. If the meal expense exceeds the per-person threshold, the report will route to the cardholder’s Vice President for additional review and approval.

Approval routing will also vary depending on the report type and funding source. For a detailed guide, please visit the designated training/resources page. Emburse User Guide.

Emburse Supervisor Checklist

Supervisors and Budget Admins serve as the first level of review for all PCard and Emburse reports. Their responsibility is to ensure transactions are appropriate, compliant with University policy, and supported by complete documentation before approving reports. This includes reviewing receipts, business purposes, expense categories, and supporting notes, as well as requesting corrections or additional information when needed. Supervisors and Budget Admins are also expected to review and approve reports in a timely manner once reports reach their approval queue to help prevent delays, suspensions, or late processing. Timely and thorough reviews help maintain compliance, prevent errors, and protect University funds.

PCard Approver Checklist

Before approving a report, Supervisors and Budget Admins should complete an initial review to ensure the report is accurate, complete, and supported by proper documentation.

During the initial review, verify the following:

  • The report name is clear and follows the proper naming format
  • (Example: “PC.John.Smith.06.30.25”)
  • Transaction dates are accurate and within the reporting period
  • The report was submitted within 14 days of the last transaction
  • All receipts are attached, itemized, legible, and match the transaction details
  • Order confirmations are not submitted in place of receipts
  • Missing receipts or documentation are properly explained
  • Each transaction includes a clear business purpose and sufficient notes explaining the purchase
  • Event names, travel dates, or other relevant details are included when applicable
  • Food purchases include attendee information or a clear event description when required
  • The report appears complete and ready for approval before moving to policy compliance review or final approval

If the cardholder/user needs to address any issues with their report, or if additional information or documentation is needed, select the “Return” button and leave clear notes for the user regarding the corrections or information required before the report can be approved.

Ensure all purchases are correctly categorized and fully comply with University PCard policies and procedures. Verify that all required approvals have been obtained for restricted or specialized purchases prior to approval.

Be alert for potential issues that may require follow-up or correction, including personal purchases, split transactions, unapproved gift cards, suspicious activity, repeated errors, or travel expenses without prior approval. Any concerns should be addressed with the cardholder before approving the report, and the report should be returned if corrections or additional information are needed.

Before approving a report, confirm that all required documentation is attached, expenses are reasonable and comply with University policy, and any questions or concerns have been resolved with the cardholder. If corrections are needed, the report should be returned with clear, specific comments to guide the user in making updates.

Supervisors and Budget Admins are also encouraged to stay familiar with University policies, communicate expectations clearly, and support regular reconciliation practices. Encouraging timely, consistent review of transactions helps reduce errors, prevent delays, and improve overall compliance.

FAQs

Who can apply for a PCard?

Purchasing Services may issue PCards to individuals who have been given authority to spend University funds. The Director of Purchasing has the authority to accept or deny a request for a PCard for any individual. PCards are only issued to active employees or students of the University. Students who have an active employment status with the University are considered employees for the purposes of this policy. Students may be issued a PCard to fulfill specific leadership or club responsibilities. Faculty, who are on contract, may only use a PCard while they are an active faculty and within their contract dates. All other times the PCard must be deactivated.

How to Apply for a PCard

Utah Tech currently uses a form that can be completed electronically in Adobe or filled out manually. Once completed, the form must be submitted directly to purchasing@utahtech.edu for processing. This ensures proper routing, review, and timely handling of all requests in accordance with established Purchasing procedures.

If you are a new requestor, please ensure that your direct supervisor signs and submits your application. If you are requesting to have your PCard reactivated or if you are reapplying for a new PCard, Purchasing Services will verify eligibility, confirm required training is current, and review compliance status prior to approval and reissuance of the card.

 

PCard Application

Required PCard Training

All P-Cardholders are required to complete a PCard training and quiz before receiving a card and periodically thereafter. Training covers allowable and prohibited purchases, documentation requirements, reconciliation procedures, and compliance expectations. This ensures cardholders understand their responsibilities, reduces risk to the university, and promotes proper use of university funds.

Check out the P-Card Training Guide for a comprehensive overview of the P-Card program, including an Emburse walkthrough, common scenarios, compliance expectations, and best practices for proper card use.

PCard Training Guide

How to Register for a U.S. Bank Account

All cardholders are required to register for their own U.S. Bank account. This account is where you can view your card limits and access your bank statements.

 

How to set up your US Bank Access Online account

Access Online Guide

PCard Spending Limits

The PCard program supports small-dollar, low-risk purchasing while ensuring compliance with Utah Tech University procurement policies and the Utah State Procurement Code.

PCard Spending Limits

  • Standard Limits
    • Single Transaction Limit: $5,000 maximum
    • Monthly Credit Limit: $10,000 maximum
  • Student PCards
    • Single Transaction Limit: $1,000
    • Monthly Credit Limit: $2,500

Important Note: PCard limits apply regardless of vendor totals or cumulative spending.

Requesting a PCard Limit Increase

P-Card limit increases must be planned in advance and submitted with sufficient lead time to allow for proper review, justification, and approval. These requests should reflect a legitimate business need and align with procurement policies. Purchasing will not approve limit increases to accommodate last-minute or unplanned purchases, as this circumvents standard controls and review processes.

Cardholders are expected to anticipate upcoming purchasing needs, coordinate with their department as needed, and submit requests proactively. When advance planning is not possible, cardholders must follow established procurement methods (such as requisitions or purchase orders) rather than relying on expedited P-Card limit increases.

Contact the Purchasing Office if you have additional questions.

Change Cardholder Limit Request Form

Allowable & Prohibited Purchases

PCard purchases must support a legitimate university business purpose and remain within approved spending limits.

Allowable are:

Goods & Services

  • Office supplies and general operational materials
  • Instructional and classroom materials
  • Departmental equipment under applicable thresholds
  • Maintenance and repair services (non-construction)
  • Subscriptions and memberships (with business justification)
  • Small-dollar IT accessories (keyboards, cables, peripherals if allowed by IT policy)
  • Printing and duplication services
  • Approved professional services under threshold and policy guidance

Travel & Business-Related Expenses (if applicable under Travel Policy)

  • Airfare (if permitted by travel policy and system rules)
  • Lodging
  • Conference registration
  • Ground transportation (rideshare, rental vehicles, mileage reimbursements)
  • Meals during approved travel (per per diem rules or policy limits)

Approved Purchases with Conditions

  • Purchases using State of Utah or University contracts (preferred method)
  • Small-dollar vendor purchases under the applicable threshold
  • Emergency or time-sensitive purchases (must still follow documentation rules)

—

Prohibited are:

Restricted Goods & Services

  • Purchases over $5,000 per transaction (must go through Purchase Requisition or be pre-approved by the Director of Purchasing)
  • Construction services or construction-related work
  • Enterprise-level software, SaaS, or system-wide IT solutions (requires IT/procurement review)
  • Professional services contracts (consultants, independent contractors, legal services) without formal agreement
  • Capital equipment requiring asset tagging or formal bidding processes (when applicable thresholds are met)

High-Risk / Non-Allowable Categories (Typical PCard Restrictions)

  • Alcohol, tobacco, vaping products
  • Gift cards (unless explicitly pre-approved for specific programs or research use)
  • Personal expenses
  • Donations or political contributions
  • Fines, penalties, late fees, or interest charges
  • Employee personal expenses (even if reimbursed later)

The PCard Violation Program helps ensure compliance with Federal and State regulations and reinforces responsible stewardship of university funds. Please review the Procurement and PCard Policy for additional information.

 

 

Overview of allowable & prohibited purchases

Emburse Basic Delegate vs Approval Delegate

A Basic Delegate is an individual granted system access to assist a cardholder or user with administrative and support functions, including preparing transactions, entering data, and uploading required documentation for reconciliation purposes. Basic Delegates do not have authority to approve, reject, or otherwise make final determinations on transactions. Basic Delegate access may be assigned by a user to appropriate individuals as needed, provided they have received proper training and understand applicable confidentiality and procedural requirements. This role is intended to serve as a flexible resource, particularly in situations where a user may be out of the office but still requires support to ensure documentation and transaction information are properly maintained and processed within their account.

To assign a Basic Delegate, navigate to your name in the top right corner of the screen, select the arrow next to your name, go to Account Settings, then Delegate Settings, and select Add New Delegates. From there, type the name of the individual you wish to assign to your account.

An Approval Delegate is an individual authorized to review, approve, or reject transactions on behalf of an assigned approver or budget authority. Because this role carries financial oversight responsibility and impacts compliance and internal controls, designation as an Approval Delegate requires prior approval from the Director of Purchasing and only the Director of Purchasing can assign this someone to this position. Approval Delegates are typically limited to individuals with supervisory or budget authority or those specifically authorized due to operational necessity.

Sales Tax Requirements

Utah Sales Tax should not be paid on in-state purchases (with the exception of airlines, hotels, and car rentals). Paying avoidable sales tax is considered a policy violation and a  strike will be issued against the cardholder.

Sales tax is only allowable if the vendor was asked to remove it and that attempt is clearly documented in the Emburse transaction notes. Cardholders should plan ahead, as most Utah vendors will remove sales tax when given sufficient notice and the request is made at the time of purchase.

Tax Exemption Form

Online Vendors

PCards may be used with a variety of approved online vendors for University business purchases. All cardholders will automatically be added to the University’s shared accounts for Amazon, Walmart, Home Depot, Lowe’s and Office Depot Business (ODB) to help simplify purchasing and provide access to state contract pricing, tax-exempt purchasing, and online order tracking when available.

Many of these vendors also offer free shipping, discounted pricing through state contracts, and the ability to ship directly to campus. Walmart Online additionally provides the option to either have items delivered to campus or picked up in-store, giving departments added flexibility for urgent or large purchases.

For vendors not automatically assigned, or for one-time purchases, employees may contact Purchasing Services for assistance or submit their online shopping cart link to purchasing@utahtech.edu for processing.

Online Vendor List

Contact

Schedule a meeting with
Purchasing or Accounts Payable
(UT Staff/Students only)

Reserve the Costco Card
UT has a transferrable Costco Card
that automatically removes tax for every purchase

Purchasing Office

Email: purchasing@utahtech.edu