September 2024 Expense Reports

Transactions that occured during the "blocked out" dates 08/22 - 09/03/2024 are due immediately

• 09/04 - 09/06/2024 = SEPT24 WEEK 1: Due 09/20/2024
• 09/09 - 09/13/2024 = SEPT24 WEEK 2: Due 09/27/2024
• 09/16 - 09/20/2024 = SEPT24 WEEK 3: Due 10/04/2024
• 09/23 - 09/27/2024 = SEPT24 WEEK 4: Due 10/11/2024

Important Reminders

• The final due date for FY 24 transactions was August 30th. If you have not yet submitted, these expenses will now post to your FY 25 funds. The expense report(s) must be submitted, fully approved and reconciled as soon as possible to avoid suspension of the PCard. If your PCard is suspended, the account must be current, and in good standing in order to reactivate the PCard. All issues must be resolved, including sales tax reimbursements.
• Deviations - Deviation requests should be emailed to Purchasing@ttuhsc.edu and should include the vendor name, a weblink to the item(s), total amount of purchase, type of funds to be used and an appropriate business purpose.
  • Vehicle Maintenance - Use of the Voyager card is required. When the Voyager card is not accepted, there must be a deviation approval prior to making the purchase with a PCard.
    • Car Washes - If you do not have a deviation currently in place, please be sure to obtain one for FY 2025 to cover your fleet vehicle washes for the new fiscal year.
    • Body work, repairs, towing, tire replacement, etc. - These are all professional services that are prohibited on the PCard, and a deviation must be approved prior to committing to the use of institutional funds with your PCard. If there is an emergency, please have the employee or employee's supervisor contact PCard or Purchasing immediately.
  • IT related purchases, including software - All IT related purchases require an approval from both IT and Purchasing. Please email Purchasing@ttuhsc.edu to ensure your request is routed and approved appropriately. Please do not email IT directly; their approval is only for the items to be purchased. Once IT approves, Purchasing will then review for a deviation for the PCard to be used. PLEASE NOTE: PRIOR YEAR APPROVALS DO NOT CARRY OVER TO THE NEW FISCAL YEAR. All new and existing software, including renewals, require IT review.

Helpful Links

PCard Purchasing Guidelines

PCard Website: https://www.fiscal.ttuhsc.edu/paymentservices/pcard/

Chrome River SSO Link: http://chromeriver.texastech.edu/

For account questions, email PCard@ttuhsc.edu

For system questions, email ChromeRiverHSC@ttuhsc.edu