Purchasing Card

Purchasing Card Current FY Billing Cycle Dates

Purchasing Card Training Module

In regards to the current March 2020 cycle, and until further notice...

During this challenging time, we realize it may be difficult to mail in expense reports. If you have the means to scan and email your report and backup documentation, please do so. The Pcard Office will begin accepting electronic reports immediately at pcard@ttuhsc.edu. Please keep all original documentation in your possession for record retention during this time.

** If you have already mailed in your report, please do not scan & email it **

In addition, we will also accept electronic signatures on your expense reports. All reports must be signed by the cardholder and approver. If this is not possible, please email pcard@ttuhsc.edu for further instructions.

Any questions in regards to new pcard applications, access to CitiBank, etc. please email pcard@ttuhsc.edu, this inbox will continue to be monitored during normal business hours.

Please do not hesitate to contact us with any questions.

Take care,

The Pcard Team 

We welcome your feedback!

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

Thursday, March 5th

Current Citibank Expense Report

Transactions from 2/4/2020 through 3/3/2020

Thursday, March 5th
The Expense Report is available to print beginning today, March 5th
.

Wednesday, March 11th
FOAP reallocations and descriptions to be updated in Citi must be processed by Noon on March 11th.

Tuesday, March 17th
The Expense Report with all supporting documentation is due for review by March 17th.

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

Click Here for Checklist

Mail to:
PCard Reviews
Payment Services LBK STOP 6283

***Important Message***

REMINDERS:

  • Survey Monkey is not allowable on the pcard. Per IT: IT Security confirms that Survey Monkey is not an approved TTUHSC software. Qualtrics is the vetted and approved institutional tool for polling and survey purposes. Please contact IT for information on Qualtrics.
  • Food & Entertainment Forms must have a complete attendees list. If there are more than 5 attendees, attach an attendees list or sign-in sheet as supporting documentation.
  • SALES TAX charges should be reconciled IMMEDIATELY. If you are having issues with a vendor in Texas, please let the Pcard Office know before your expense report is due.

We welcome your feedback!

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

P-Card Guidelines

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
  • 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
  • PayPal Services
  • All IT Purchases including Software and Software Licenses must be approved by IT. Requests for approval can be made through Purchasing@ttuhsc.edu and evidence of approval must be submitted with the expense documentation
  • 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 Should 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
  • 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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