Skip to Main Content

Using the Card

Allowable Purchases

The ProCard may be used for the purchase of most business related consumable commodities and services, with some exceptions. Purchasing via UMass BuyWays is preferred for items that are available through one of our catalog vendors.

The ProCard may not be used for purchases of commodities and services listed on the restricted purchases list unless a documented exception is in place prior to purchase. It is the cardholder's responsibility to ensure that purchases are made for non-restricted items only, regardless of whether the purchase is approved at the point-of-sale.

Please note, only purchases appropriate for the budget charged are allowed and absolutely no personal purchases are ever allowed. All purchases made with a ProCard must be in accordance with the Business Expense Policy. In addition, all purchases made with a ProCard linked to Research Funds must be in accordance with all specific spending guidelines for that particular fund. For Federal and State Research grants, please review the policies for the Office of Research Administration.

The following is a sample of types of items which may be purchased with the ProCard:

  • Books (specifically related to the budget charged)
  • Conference registration fees (even if card does not have the Travel Option in place)
  • Domestic Shipping
  • International Shipping (all international shipments MUST be reviewed and approved by the Office of Institutional Compliance prior to shipment. Copies of such approvals must be kept with your ProCard reconciliation)
  • Lab Supplies (other than chemicals - see list of Restricted Purchases)
  • Non-contract services and Contract services - contract services must be pre-approved and signed by the Purchasing and Strategic Contracting Office. Examples of such services include: equipment repairs, UMass Lowell vehicle repairs, maintenance agreements less than or equal to one year. Trade work (i.e. plumbing, HVAC repair) for university buildings is not allowed.
  • Printing
  • Professional membership dues
  • Short-term rentals
  • Small equipment (under $1,000) - equipment greater than $1,000 must be purchased via purchase order
  • Software - it is best to verify with the Information Technology department that the university does not already hold a license and the purchase does not violate university policy
  • Subscriptions to professional journals

The ProCard is to be used for purchases related to university business only. Use of the card for personal purchases is strictly prohibited.