ProCard/Instant Card Request

ProCard/Instant Card Application Process

  • Potential cardholders are to reach out to their departmental ProCard Manager(s). The ProCard Manager will complete an application on behalf of the requestor via the Team Dynamix ProCard/Instant Card Request.
    • Both the ProCard Manager and the potential cardholder will be notified of the result of their application.
    • If approved for an Instant Card, the cardholder will receive instructions via their personal email to download the Instant Card application and set up their digital card. This communication will also include purchasing guidelines outlining proper card usage.
    • If approved for a ProCard, the cardholder will be notified when their card is ready for pickup at the PATH Desk office, located in Lommasson Center EL252. To verify identity, the cardholder must present a state-issued ID or Griz Card at the time of pickup. During the pickup process, the PATH Desk will review purchasing guidelines with the cardholder. Following this review, the cardholder will be required to sign a Cardholder Agreement.
  • The PATH Desk is working on an annual ProCard/Instant Card training and quiz as a prerequisite for card use.
    • More to come as the Track Your PATH system is rolled out.

*Please note, the PATH Desk can alternatively approve a ProCard application for an Instant Card based on intended usage.*

 

Important Instant Card Notes:

  • Instant Cards cannot be used with Enterprise to enter a Rental Vehicle Contract.
  • The Billing Address for Instant Cards should always reflect the University's address:
    • 32 Campus Dr., Missoula, MT 59812
    • This information will be sent to you upon Instant Card setup.
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ProCard Permitted Purchases ("Do's")

  • Airfare – Airline tickets may be purchased using the ProCard.
    • All airfare should be booked on ProCard.
      • Exceptions may be made when personal travel is included with business travel to avoid ProCard abatements from the traveler.
    • Baggage Fees are allowable.
    • No seat upgrades unless there is a medical reason documented for it, OR that is the lowest priced seat available on the cheapest flight.
    • No in air snacks or other amenities at cost of university.
    • This process will slightly change as the Track Your PATH system is rolled out, as we will try to book all airfare through the PATH Desk and a centralized, university travel ProCard.
      • We will develop a list of exceptions for when airfare can be included on an individual’s ProCard.
      • I will communicate this information when it is completed.
  • Lodging – Hotel and motel room rates and applicable taxes are allowed.
    • The only other allowable item is laundry if the hotel stay is 5 days or greater.
    • No mini bar, room service, or any other fee/tax not directly associated with lodging.
  • Rental Vehicles – Vehicle rentals and fuel for rental cars are permitted.
    • Decline additional comprehensive/collision insurance coverage; coverage is provided by the State of Montana.
      • For international rentals, additional insurance coverage through the rental agency should be accepted.
      • If a traveler needs to rent outside of Enterprise, National, or Hertz (very rare), additional insurance coverage should be purchased.
    • Other than the insurance exceptions listed above, no other addons are allowed for vehicle rentals.
  • Public Transportation – Other modes of public transit are allowed.
    • This includes taxi’s, ride share services (Uber, Lyft, etc.), buses, subways, railways, etc.
      • These should only be utilized to and from the event, airport, and hotel.
      • Transportation for personal entertainment should be on the traveler’s dime.
  • Conference Registration Fees – Including professional membership dues.
    • Conference must have a legitimate business purpose to the university.
    • Any meals provided at a conference will make the traveler ineligible for Meal per Diem during that meal shift.
  • Minor Equipment and Supplies – Items necessary for departmental business operations.
    • Please check the list of Prohibited Purchases to ensure the item you wish to purchase doesn’t violate those parameters.

 

ProCard Prohibited Purchases ("Don'ts")

  • Cash Advances
    • This defeats the purpose of the ProCard, as cash purchases are not trackable.
  • Gift Cards or Gift Certificates
    • These are not allowable purchases on ProCard under any circumstance.
  • Per Diem Meals – Any food or beverage items that fall under the per diem allowance.
    • Exception: Instant Cards preloaded with meal per diem funds may be used.
    • Travelers can still be reimbursed for Meal Per Diem if they choose against getting their MPD funds advanced on an Instant Card.
  • Restaurant or Fast Food Purchases – Including alcohol.
    • Exception: Only allowed with prior approval of an Entertainment/Alcohol Request.
      • Paying cardholder to reach out to the ProCard Admin with their approved Service Request ID # before the event to open up alcohol privileges on their ProCard, if necessary.
        • If there is an approved Entertainment Request in place, but the event is at an establishment that serves alcohol…
          • The cardholder who will be paying should reach out to the PATH Desk to open up alcohol privileges.
          • The cardholder will need to collect an itemized receipt from the event and attach it to the Entertainment Request to show alcohol was not purchased/consumed.
      • Tips are allowed up to 20%
      • If ProCard declines at restaurant with an approved Entertainment form in place, the cardholder is eligible for reimbursement.
        • If there is a recurring issue with individuals not reaching out to the PATH Desk after request approval and prior to the event, additional conversations will be had about future reimbursements.
  • Entertainment Expenses
    • Exception: Only allowed with prior approval of an Entertainment Request.
      • Allowable purchases include food, refreshments, and other decorative or functional supplies (paper plates, plastic cutlery, ribbons, balloons, etc.)
      • Tips should not be paid for with UM ProCard!
  • Contracted Services
    • Any service involving labor, even if it results in a tangible item.
  • Personal Vehicle Expenses – Fuel, maintenance, or repairs for personal vehicles.
    • None of the listed items are needed when traveling in a personal vehicle, as the traveler receives mileage reimbursement for the miles they have traveled.
      • Gas and other maintenance is the responsibility of the traveler in these scenarios.
  • Personal Expenses – Any non-business-related purchases.
    • If it does not have a business purpose applicable to the university, the purchase is not allowed.