Purchasing Card

Purchasing Card Current FY Billing Cycle Dates

Purchasing Card Training Module

Current Citibank Expense Report

Transactions from 10/4/2019 through 11/2/2019

Tuesday, November 5th
The Expense Report is available to print starting today, November 5th.

Wednesday, November 13th
FOAP reallocations and descriptions to be updated in Citi must be processed by Noon on November 13th.

Friday, November 29th
The Expense Report with all supporting documentation is due for review by November 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

***Important Message***

Beginning in JANUARY, Expense Reports will be due 2 weeks after the cycle has closed.

For example -

  • If the last day of the cycle is on the 3rd -
  • Then allocations will be due on the 13th.
  • Completed Expense Reports will be due to the Pcard Office by the 17th of the month.
  • Monthly Pcard Updates with deadlines will still be emailed to cardholders and allocators every month.

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 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

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