T-Card Helpful Information
T-Card Helpful Information
Please click one of the areas below to view additional details about purchasing that supply or service via T-Card.
Stringing
If the total charges to one vendor will exceed $7,500 then it must be purchased using a purchase order or by requesting a P-Card or T-Card exception.
"Stringing" or making successive small purchases or payments to bypass the $7,500 single transaction limitation or any other purchasing policy is not permitted.
Exhibit Booths at Conventions
Exhibit booths/rentals/services/installation for conventions typically require a signature and terms and conditions to be signed. These must be completed with a purchase order by submitting the request in the Purchasing Portal. If the venue will not accept a purchase order, then a P-Card exception must be completed.
Non-Conference Registration
Registration for something outside the regular conference registration, such as an awards dinner or banquet, should be purchased by the person going to the event and then submitted for reimbursement unless there is a clear benefit to the University for attending. If there is a clear benefit to the University, the T-Card can be used.
Catering
A catered event typically involves one or all of the following:
- a signed contract
- a deposit
- a provided service (includes but not limited to: set-up, on-site prep, serving, and clean-up, or leaving any vendor-provided equipment behind that they return to pick-up later.)
Catered events should be submitted through the Purchasing Portal so a Purchase Order can be issued, not on a T-Card.
Food Truck
May be made using a T-Card as long as there is a valid business purpose for the purchase and there is no contract or terms and conditions to sign, or minimum deposit for the truck to be present.
Warehouse Discount Clubs
Are unallowable on all fund types since they require memberships. Examples would be Sam's Club and Costco.
Food Related
There are many snack/refreshment options in iBuy through ODP. Please consider using iBuy for your food purchases to help eliminate any card confusion. We've provided the chart below to help clarify P-Card vs. T-Card food purchases.
| P-Card | T-Card | |
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Food supplies are a common purchase for many units and differ from a business meal. |
Definitions |
Business meals are another common purchase for many units and differ from consumable food supplies. |
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Food equipment and supplies for Public Reception areas are allowable only when the office functions as an area that would provide courtesy refreshments to visitors. The 124300 account code would be used. |
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If you are paying a food service provider (such as a local restaurant) to prepare a platter of sandwiches or boxed lunches for a business meeting or a U of I System event, it would be considered a business meal and should be coded to expense account code 142500 or 142520. |
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Food that is purchased as a gift or part of a gift basket may be purchased on P-Card and must meet the criteria presented in Policy 8.1.4. These purchases should be coded as 124901, and the department must have a valid business purpose for the gift. (this includes gift baskets, popcorn, chocolate) |
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Food items purchased from a vendor such as Dunkin' Donuts, Insomnia Cookies, Panera Bread, and Einstein Bros. Bagels (you call in the order or order at a counter) would be classified as a business meal and the T-Card would be used. Also, events where food is dropped off, with no service after the drop off and no return to pick anything up would be T-Card. |
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Any purchase of food used for university research purposes (as opposed to human consumption) should be charged to account code 124000. Examples would be purchasing food items that a university professor is researching or food purchased to feed the laboratory animals that are being held for research purposes. |
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Any payments to a vendor (such as a restaurant, café, or cafeteria) for the purchase of a meal during a job interview with a prospective employee should be charged to account code 141850. |
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If an employee drives to a store and purchases pre-packaged food items "off the shelf" (such as bagels, coffee, ground beef, buns, cookies, soft drinks, etc.) to bring to a business meeting or a U of I System event, those items are considered consumable food supplies and should be coded as 124300. Firewood and charcoal are allowable items and should be purchased on a P-Card and should be coded as 124300. |
Grocery Store Rules |
If you need a cake for a retirement party or cookies for a student event and you call the grocery store bakery to have them made. This is also a T-Card. If you should complete this type of purchase, please include the order slip that shows that it was a specially made item and not something that is prepackaged from the bakery. The store should provide this for you without any issues. Include that order sheet in your expense report to show that it was made to order. |
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If you just have purchased paper plates & napkins with no additional “business meal” items, then a P-Card should be used for the purchase and should be coded as 124310. |
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If you are purchasing food for a specific event: like hamburger, buns, pickles, etc and they have paper plates & napkins on the same receipt, card services will allow that on a T-Card without a non-compliance. |