Purchasing Card

Purchasing Card Current FY Billing Cycle Dates

Purchasing Card Training Module

Current Citibank Expense Report

Transactions from 6/4/2019 through 7/3/2019

Tuesday, July 9th
The May expense report is available to print Today, July 9th.

Wednesday, July 17th
The deadline for FOAP reallocations and transaction descriptions in Citi is July 17th at noon.

Wednesday, July 31st
The expense report with all supporting documentation is due for review by July 31st.

If reports are not received by the last business day of the month, and/or required documentation is missing, the Pcard will be suspended.

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

Click Here for Checklist

Mail to:
PCard Reviews
Payment Services LBK STOP 6283

Reminder: Reallocations must be completed by the deadline! Any changes that need to be made after 12:00 PM on July 17th will require a Cost Transfer.

We welcome your feedback!

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

*Updated* Guidelines for Deviation Requests

In an effort to simplify the devation request process Procurement is raising the deviation limit on book purchases from $50 - $100.

New Guidance as of February 1, 2019

Procurement Services will no longer require deviations for permitted PCard purchases of $100 or less with the following exceptions:

  • Medical Supplies
  • Pharmaceuticals
  • Consumable Office Supplies

Deviations will not be required for book purchases less than $100.

Any exception must have prior written approval from Purchasing and filed with all other documentation regarding the purchasing card transaction.

Standard PCard policy still applies in regards to permitted and prohibited purchases, refer to OP72.15.

Remember the following items still require deviation approvals at any dollar amount:

  • Medical Supplies
  • Pharmaceuticals
  • Consumable Office Supplies

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

Back to top

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

Back to top

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
  • 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

Back to top