Your  Account:

Accounts Payable Updates

Effective 2/1/2022, any changes to policy, procedures, or processes to Direct Pay, Hospitality, or ProCard will be incorporated into the existing guidelines and manuals. Updates can be found in the table below.

Name Update Date Revised
ProCard Manual

Page 5, Purchase Limits.  Updated the table to include a link for submitting the Temporary ProCard Limit Increase Form instead of emailing Corporation.

Page 7, Restricted and Prohibited Purchases, Recommendations - Other
Updated the 'Other' category to add more clarification for instructions.

Page 15, Appendix A:  FAQs, FAQ 1 (Question) removed email address.
Page 16, Appendix A:  FAQs, FAQ 13 (Answer) Provided email addresses for State, Foundation, and Corporation ProCards.

Hospitality Guidelines

Page 18, Appendix A, FAQs,  FAQ 16 (Question), updated language changing sashes to stoles/sashes.
Page 19, Appendix A, FAQs,  FAQ 19 (Answer), added two additional paragraphs clarifying the purchase of Regalia.

ProCard Manual

Page 2, Cardholder.  Added additional bullets:
• If cards have not been used for six (6) months, card will be closed.
• If packets have not been submitted on the 10th of the following month, cards will be subject to suspension.

Pages 6 and 7, Restricted and Prohibited Purchases, Recommendations. This section has been expanded and replaced with a table covering restricted and prohibited purchases in detail. The table also includes a new section, Recommendations, detailing items that must be paid for by ProCard, and Additional Documents that must be included in the Monthly Reconciliation Submission.

Page 13, Legal Reference and Authority. Paragraph has been replaced with new policy information.
Page 14, Helpful Resources. The list has been split into two sections:  ProCard Resources and Additional Resources.
Page 15, 16, Appendix A: FAQs is new.

Hospitality Guidelines

Page 3, added definitions for Student Athletes; Spouses, Significant Others, Domestic Partners.
Page 5, Item 3) Allowable Expenditures and Funding Sources renamed to 3) General Expense Matrix to match the Hospitality Website.
Page 12, updated Hospitality Approvals and Supporting Documentation table.
Page 17, renamed Hospitality Matrix to General Expense Matrix and updated link.


General Expense Matrix updated to reflect new Expenditures/Occasions categories, new account codes, 'Changes' column added, and unnecessary categories removed.

Direct Pay

Updates to Purchasing Categories and Account Codes Table:

  • Advertising (increase from $2,500 to $10,000).
  • Added new category, Catering by Sodexo or an Approved Caterer.
  • Added new category, Follett Books/Supply Purchases (No Software).
  • Added new category, Gordian/JOC Fees (FDMA).
  • Hospitality.  $10,000 cap added. Defined to include promotional items, and participation incentives.
  • IITS Hardware Technology.  Changed limits.
  • Memberships or subscriptions.  Added subscriptions and details about no software or online services.
  • Added description to Non-Resident Alien.
  • Printing.  Increase from $2,500 to $10,000.
Hospitality Form All pages revised to meet end-user requests and streamline processing of form. 01/18/2023
After-the-Fact Form Page 1, Hospitality removed from After-the-Fact Form.
After-the-Fact Form Instructions Page 1, Hospitality removed from After-the-Fact Instructions. 01/17/2023
Hospitality Guidelines Pages 16 and 17.  Added FAQs 13 through 19.   11/03/2022
ProCard Manual Page 6, updated link to direct user to correct Adobe Sign workflow (from Procurement to AP). 09/21/2022
Hospitality Guidelines   Page 12, removed Instructional and Information Technology Services from Hospitality Matrix for Approvals. 08/15/2022
Hospitality Guidelines   Pages 6, 8, and 15. The hospitality per person rate for breakfast has been increased to $35. 08/03/2022
Hospitality Guidelines   Page 5, annotation "6" added to meals and light refreshments. 02/07/2022