University Card Programs 

University of Illinois offers a Purchasing Card (P-Card) and a Travel Card (T-Card) program to provide designated employees a method to procure eligible goods and services.  UPAY Card Services coordinates with units to administer the card programs.  Units are encouraged to request reasonable card limits to meet their operational requirements.  The card spend limits should be based on actual purchasing needs and responsibilities.  An employee may have only one P-Card and/or T-Card which may be used only for authorized University purposes.  The card(s) may be used only by the person to whom it is issued and may not be loaned to others, including employees in the same department.  An applicant is required to complete the web-based training and pass a certification quiz to obtain the card(s).  Completing the training and quiz during the designated recertification is required to retain the use of the card(s). 

Card Program Guidelines

The Department Head:

• Determines who in the unit is issued a P-Card and/or T-Card
• Assigns a Department Card Manager (DCM) to manage the card programs

The P-Card:

• Issued to employees with purchasing responsibilities to acquire supplies and small equipment ≤ $4,999
• Transactions are loaded and reconciled in Chrome River
• The University maximum single transaction limit (STL) is $4,999.  The monthly cycle limit (CL) has 3 tiers:
  • $5,000 - default for newly issued cards
  • $10,000
  • $15,000
• An option for a CL between $15,000 and $25,000 is available upon written justification from the Department Head or DCM to UPAY Card Services
• Students, including graduate students, may not be issued a P-Card or be assigned a role in the P-Card process

The T-Card:

• Issued to employees, including graduate students, who travel on University business and/or incur frequent authorized business meal or refreshment expenses ≤ $4,999
• Transactions are loaded and reconciled in Chrome River
• Maximum monthly cycle limit on card is $25,000

If a card is lost, the Cardholder is responsible for notifying the issuing Bank and UPAY Card Services.  If a card is stolen, the Cardholder is responsible for notifying the University Police Department in addition to the Bank and UPAY Card Services.

Last Updated: August 11, 2022