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Purchasing Card

Purchasing Card Training Module

P-Card Update

September 18, 2017

Citibank Expense Report

Click here for the PCard Expense Report - CitiBank System Update

P-Card Update

September 5, 2017

CitiBank Expense Report

Transactions for 08/04/17 through 09/01/17

Tuesday, August 5th

The September Expense Report is available to print Today, September 5th.

Friday, September 8th

FOAP reallocations and descriptions to be updated in Citi must be processed by NOON on September 8th.

Friday, September 29th

The expense report with all supporting documentation is due for review by September 29th.

*Please review the Checklist to ensure all required documentation is sent.

Click here for Checklist

Mail to:
PCard Reviews
Payment Services LBK STOP 6283

We welcome your feedback!

Please email your questions or suggestions to: pcard@ttuhsc.edu

P-Card Update

August 28, 2017

ALERT - 5 More Business Days!!

You have only 5 business days until the Year-end Deadline for the September Cycle ending 09/01.

Keep in mind, transaction reallocations and expense descriptions can be done as soon as two days from the post date of any purchase. This means you can work on your transactions now through Friday September 8th at noon.

If you are waiting until the cycle ends and all transactions are posted in Citi, they will only be available for allocation purposes on these dates:

Tuesday, 9/5 - beginning at noon
Wednesday 9/6 & Thursday 9/7
Friday 9/8 - Transactions locked and uploaded into Banner at noon

GOAL: Error Free Upload

We welcome your feedback!

Please email your questions or suggestions to: pcard@ttuhsc.edu

P-Card Update

August 14, 2017

PCard Year End Deadlines FY 2017
(August/September)

22 Tues

23 Wed

24 Thur

25 Fri

Last day to purchase for FY 17 to ensure posting on or before 09/01

26 Sat

Do not use the Pcard

27 Sun

Do not use the Pcard

28 Mon

Do not use the Pcard

29 Tues

Do not use the Pcard

30 Wed

Do not use the Pcard

31 Thur

Do not use the Pcard

1 Fri

Do not use the Pcard

2 Sat

Do not use the Pcard

Last day for the Sept billing cycle

3 Sun

Do not use the Pcard

4 Mon

Labor Day

5 Tues

Allocations of transactions available

Purchasing for FY 18 begins!

6 Wed

7 Thur

8 Fri

Last day for FY 17 Allocations Due by Noon

     

 

P-Card Update

August 7, 2017

CitiBank Expense Report

Transactions for 07/04/17 through 08/03/17

Monday, August 7th

The August Expense Report is available to print Today, August 7th.

Wednesday, August 16th

FOAP reallocations and descriptions to be updated in Citi must be processed by noon CST on August 16th.

Thursday, August 31st

The expense report with all supporting documentation is due for review by August 31st.

*Please review the Checklist to ensure all required documentation is sent.

Click here for Checklist

Mail to:
PCard Reviews
Payment Services LBK STOP 6283

Very Important!

September Cycle 08/04 - 09/01/2017 Year End Deadline

All transactions during this cycle will be available for allocation purposes throughout the month of August.

Please email your questions or suggestions to: pcard@ttuhsc.edu

P-Card Announcement

July 31, 2017

PCard and Travel Training Session

The PCard and Travel departments conducted a training session on July 20, 2017.  Please see below for links to the recorded video, PowerPoint and handouts that were available at the training. 

If you have additional questions please contact PCard PCard@ttuhsc.edu or Travel Travel@ttuhsc.edu

PCard and Travel Video
PCard and Travel PowerPoint
PCard Handout
Travel CheckList

P-Card Update

October 14, 2016

Prohibited Purchases

  • Awards and Prizes (see OP 72.03)
  • Chemicals and Other Potentially Hazardous Materials
  • Consulting, Medical Services, Personal or Professional Services
  • Controlled Assets
  • Donations, Contributions and Sponsorships
  • E Bay Purchases
  • Individual Amazon Prime Accounts
  • Lease or Rental of Space
  • Medical Licenses for States Other Than the State of Texas
  • Notary Applications
  • Payments to Patient/Study Participants
  • PayPal Services
  • Supplies (require use of Institutional Supply Contract)
  • Temporary Personnel
  • Travel Related Purchases
  • Uniforms (includes lab coats)
  • Blocked Vendors
  • In-State Sales Tax, including Tax on Carry-Out or Delivered Meals

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Additional Guidance

  • Prohibited Purchases on State and Federal Funds: Alcohol, Flowers, Food and Entertainment, Membership Dues, Promotional Items
  • Purchases for Food and Entertainment Must be Documented Using Food and Entertainment Substantiation Form and Pre-Approval Form
  • Alcoholic Beverages May Only be Served on Campus at Appropriate Events with Prior Written Approval of President or Designee
  • Purchases of all software and software licenses must be approved by IT. Request for approval can be made through Purchasing@ttuhsc.edu or PCard@ttuhsc.edu and evidence of approval must be submitted with the expense documentation.
  • Purchases Not Available From a Contracted Vendor Must Have Approval from Purchasing
  • Ship To Location Other Than TTUHSC Address Requires Approval from Purchasing
  • Organization Must be on the Professional Membership List for Payment of Membership Dues
  • Gifts for Length of Service Including Retirement (< $400) and Non-Cash Gifts for Donors or Participants of Official Functions - must include OP 72.03 Attachment B

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Permitted Purchases

  • Permitted Purchases of $5,000 or Less Must be Made Using PCard Subject to Vendor Accepting Credit Cards
  • Malpractice Insurance
  • Flowers for Official TTUHSC Functions or for Employees and Immediate Family Members in Cases of Illness or Death
  • Food and Entertainment
  • Hand Held Computer Devices Less Than $500
  • Books (if not available through an institutional contract in TechBuy)
  • Equipment (if not available through an institutional contract in TechBuy)
  • Advertising in Out-of-State Newspapers and Online for Staff Recruitment
  • Accreditation, Certification and Examination Fees
  • Magazine/Journal Subscriptions
  • Membership Dues
  • Professional License Fees
  • Registration Fees

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