Policy BS14 Penn State Purchasing Card - Specific Restrictions of Goods and Services

• Purchases for uses as permitted by Policy AD18 and FN10, and only with unrestricted miscellaneous funds.
• Purchases made by Penn State Hospitality Services.

Restrictions on use of University funds, and requirements for special permissions prior to purchase, require highly controlled purchases. 

See:

• Policy AD18 - Possession, Use and Distribution of Alcoholic Beverages
• Policy FN10 - Other Business Expenses and Activities

Cardholder must enroll in the Penn State Amazon Business account for any Purchasing Card purchases to ensure tax exemption is applied. Please see https://purchasing.psu.edu/amazon-business for more information.

NOTE: Goods and services available via eBuy catalog suppliers should be considered prior to making purchases through the Penn State Amazon Business Account.

1. The bus company appears on the list of companies approved by Risk Management (go to Vendors, then Charter Bus Lines link on Risk Management's website)
2. Any contract with legal terms and conditions has been properly reviewed and approved by someone with the authority to sign contracts on behalf of the University (see Policy FN11).
3. The total bus charges are less than the cardholder's transaction limit.

Prepaid purchases are allowable IF Financial Officer approval has been given.

Sign off is required by the recipient of the gift card.

Long-term truck leases.

For insurance issues on long-term truck leases, please contact the Risk Management Department.

Special procurement requirements limit who can sign agreements. See:

• Guideline FNG02 Limited Delegation of Contract Approvals

Group meals and meeting expenses with a completed Group Meal form. [Reminder - Itemized receipts are required for all group meals.  Review FN10 regarding other limitations and policies regarding group meals, especially related to the purchase of alcoholic beverages as part of a group meal.]

Meals for non-employees who are guests of PSU.

Limited capability to monitor expenses of individual employee meals precludes use in that case.

See:

Policy FN10 - Other Business Expenses and Activities,  for more detail on group meals.

Situations where the membership is an incidental result of the transaction, such as:

• Conference Registrations where membership provides a net cost savings for registration (code as registration)
• Journals or other data sources where membership is required to obtain the journal or information (code as books or journals)

The object code used should reflect the reason for the purchase, and should not be reflected as a membership.

Situations where the membership is paid for directly, such as:

• Memberships where joining the organization is the primary purpose. These can be paid on an SRFC, or with a purchasing card at the discretion of the Financial Officer.
• Memberships to gain access to benefits in future purchases (Amazon Prime, Sam’s Club, or similar)
• Memberships to video subscription services (Netflix, Hulu plus, or similar)

NOTES:

Restrictions on use and acquisition. See:

• Policy HR12 Professional Organization Memberships Penn State Human Resources
• Travel Policy

• transactions below $250 (at University Park)
• Non-University Park locations: transactions below $1,000
• Emergency printing or copying when the cardholder does not have access to a PSU location, such as while on travel or at a conference;when printing is being procured from a mandated or direct source such as a sponsor, government agency or non-profit organization

• Short-term passenger vehicle rentals (15 passengers or less) through National or Enterprise Car Rental only unless no National or Enterprise rentals are available at the rental location.
• Short-term rental of items from rental companies.(Except those listed as prohibited.)
• Short term non-passenger vehicle rentals, such as trucks and vans, including "U-Haul" type vehicles

• Short-term passenger vehicle rentals (15 passengers or less) from sources other than National or Enterprise Car Rental unless no National or Enterprise rentals are available at the rental location.
• Large passenger vehicles (greater than 15 passengers).
• Long-term rentals (greater than 30 days).
• Buses except as noted under Buses, Chartering
• Tents from sources other than Best Event Rental

Purchasing cellular devices, as well as payment of monthly billings for recurring cellular services for University-owned cellular devices, provided that there is a strong and continuing business need per Policy FN21.  The CUA for a Pooled Device form must be completed and approved before the purchase is made.

• The cost of a personal cellular voice/data plan/device, even when used for business purposes, is considered a personal expense for an employee and will not be directly paid for by the University unless certain business criteria are met, per Policy FN21.
• The University will not pay for or reimburse employees for the cost of internet services at home, such as DSL or satellite services, from any University funds, per FN21.

• Equipment produced by Huawei Technologies Company, ZTE Corporation,  or any subsidiaries or affiliate included in  "Covered Telecommunications Equipment" (CTE) at FAR 52.204-25(a)  (https://www.acquisition.gov/far/52.204-25)

• Adecco
• Express Employment Professionals
• HR Office
• Manpower

• All travel costs permitted if cardholder has travel limits activated, has passed the Travel portion of the Purchasing Card Quiz and has signed the cardholder agreement.  For additional information, refer to the Travel Policy.

• Lodging and meals for group travel involving non-employees (i.e.. team or student field trips), although use of a Purchase Order is encouraged.
• Conference registration.
• Travel expenses in accordance with PSU travel policies for non-employees who are guests of PSU.

See also:

• Rentals for vehicle rental information.
• Buses, Chartering

• Cardholder cannot use for travel expenses if cardholder has not signed the Purchasing Card agreement for travel, and hasn't activated the travel option on their card.  Instead, such expenses can be paid via personal credit card with reimbursement upon completion of travel.  For additional information, refer to the Travel Policy.

• Group travel or lodging for employees - such as retreats - should be coordinated through Purchasing Services.
• Short-term passenger vehicle rentals except as noted under Rentals.
• Buses except as noted under Buses, Chartering

Restrictions on acquisition and care of animals, and requirements of animal caretakers, precludes use. See:

• Policy RA15 - Care and Use of Vertebrate Animals
• Policy SY23 - Occupational Health and Safety Program for Animal Care Personnel
  
  Policy SY24 - Use of Biohazardous Materials in Research and Instruction

Automated External Defibrillators (AEDs)

Special procurement requirements precludes use. See policy https://policy.psu.edu/policies/sy22

Special procurement and payment requirements precludes use. See:

• Policy BS17 - Use and Procurement of External Consultants

Restrictions on use of University funds, and requirements for special permissions prior to purchase, precludes use. See:

• Policy FN10 - Other Business Expenses Expenses and Activities

Special IRS reporting requirements precludes use. See:

• Decision Tool - Acquiring Services for the University

Special procurement requirements precludes use. See:

• Policy FN11 - Contracts and Leases

• Policy BS09 - Initiating Purchases from Vendors Outside the University
• Policy FN11 - Contracts and Leases
• Policy FNG02 - Limited Delegation of Contract Approvals

Such purchases must first be reviewed and approved by the Risk Management Office. See

• Policy SY45 - Use of Unmanned Aircraft

Special Research and Information Security requirements preclude use.  All such requirements must be routed via a Purchase Order (PO) request through Procurment Services for routing of applicable reviews and approvals.

Wearable Technology is classified as any smart electronic device(s) that are worn close to and/or on the surface of the skin, where they detect, analyze, and transmit information concerning e.g. body signals such as vital signs, and/or ambient data and which allow in some cases immediate biofeedback to the wearer.