Can you use the Procard? Yes, IF:
- You intend to charge HHMI funds;
- Your order is under $1,000 (conference registrations can go up to $1,500);
- Your order is NOT on this list:
- Anything that can be purchased through the HHMI P2P system (this includes anything from Amazon – do not use the ProCard for Amazon purchases.)
- Restricted items such as hazardous and controlled substances
- Travel, including Ubers and Lyfts
- Payment of an outstanding invoice
- Gift cards
- In-restaurant dining
- Setting up a Paypal account
- Purchases from foreign suppliers
How to use the Procard:
- The Procard has a fairly low maximum of $5,000; the billing cycle runs from the 16th of the month to the 15th of the following month. Check the Google sheet HHMI Procard to get a rough idea of what the current balance is in any given month.
- Once you’ve made your purchase, record it on HHMI Procard.
- Send back-up documentation to Stephen Holtz (once applicable, to Rachel’s assistant) via Slack or email. This can be an email confirmation, a receipt, or a screenshot of the order page.
- If your order is rejected, tell Stephen Holtz (again, once applicable, Rachel’s assistant instead) so he can figure out why. (The card may not be maxed out for the month; you may have stumbled into a restricted purchase, or it could be a simple error.)
- If you are using the card for any kind of recurring expense – a license, subscription, or membership that has a monthly or annual fee, let Stephen Holtz (see above) know, and record this under the appropriate tab on HHMI Procard.
NOTE: In the past Bloomington fly orders were done through an RBA. They are now ProCard purchases.