University purchasing cards may be used for goods and off-campus services with the following exceptions:
| Prohibited Item | How to Purchase Item |
|---|---|
| Alcoholic Beverages & Tobacco | Prohibited (Exception for Authorized positions per Board of Trustees Policy 12.5) |
| Live Vertebrate Animals | All animal purchases must go through Research Integrity in the Vice President for Research Office |
| Cash advances | Must use Concur Request for Cash Advance |
| Cell Phone (mobile devices) and Services | |
| Charter Bus, Plane, or Boat | Purchase requisition is required due to liability insurance requirements |
| Chemicals (Laboratory and Research) | Order through University Chemical Stores |
| Controlled Substances | See Controlled Substances |
| Computers, Computer Components, and Printers | These purchases must follow the 2.14 Information Technology Procurement policy and the SD# must be included in the Concur business purpose description |
| Cylinder Gases and Liquid Nitrogen (Propane is permitted) | Purchase requisition is required due to federal regulations compliance |
| Drones/Unmanned Aerial Systems (UAS) | Due to government restrictions surrounding the procurement and use of Drones/Unmanned Aerial Systems (UAS) on government contracts, all potential purchases require prior approval. Contact researchsecurity-l@mtu.edu with comprehensive details regarding the specific UAS you intend to purchase and its intended use. If your request is approved, you will receive an official confirmation email from Research Security. This approval email must be uploaded along with the detailed purchase receipt when submitting your expense report in Concur. |
| Equipment Costs of $5,000 or greater | Purchase requisition is required in order to ensure proper accounting |
| Flowers | Flowers as gifts (for any reason) are prohibited—check request is required |
| Food, Meals, Hospitality, and Entertainment | Must use Concur Business Meal Expense |
| Gasoline (Personal Vehicle) | Must claim mileage in Concur |
| Gifts for Employees (including student employees) | Prohibited—Policy |
| Hazardous Materials | Purchase requisition is required due to federal regulations compliance. Start with University Chemical Stores |
| Individuals | Payment to individuals must follow the Independent Contractor Procedures. |
| Internet Services | |
| Leases and Rentals of Real Estate | Contact Assoc. VP for Administration |
| Memberships | Prohibited in civic, community, and social organizations. Professional memberships are permitted |
| Maintenance Agreements | Purchase requisition with a contract is required |
| Michigan Tech Standard Letterhead, Business cards, and Envelopes | Inter-account bill is used when purchased through Michigan Tech Print Shop. Purchase requisition is required to ensure meeting University standards |
| Personal Items | Prohibited -- Policy |
| Purchase Involving the Trade of Tagged University Property | Purchase requisition is required in order to track the disposal of the tagged property |
| Relocation and Moving Expenses for Employees | House Hunting/Moving Expense Voucher is required |
| Renovations, Remodeling, Installations, or Repairs on Campus | Purchase requisition is required due to liability insurance requirements |
| *Sales Tax | Prohibited |
| Services Performed on Campus and/or requiring contract | Purchase requisition is required due to liability insurance requirements |
| Software, Cloud Services | These purchases must follow the 2.14 Information Technology Procurement policy and the SD# must be included in the business purpose description |
| Split Transactions | Single Transaction Limit is $4,999. A purchase may NOT be split into multiple transactions to stay within the single transaction limit. |
| Vehicles and Trailers | Purchase requisition required |
| Weapons or ammunition | Prohibited |
*See State Sales and Use Tax—Certificates of Exemption for forms and additional states.
* If sales tax is charged and you are unsuccessful in getting it refunded, note on the receipt that an attempt was made to have the sales tax refunded.