Purchasing Card

Purchasing Card Current FY Billing Cycle Dates

Purchasing Card Training Module

Current Citibank Expense Report

Transactions from 12/4/2019 through 1/3/2020

Monday, January 6th
The Expense Report is available to print starting today, January 6th.

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

Friday, January 17th
The Expense Report with all supporting documentation is due for review by January 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:

  • Memberships - A screen print of theApproved Membership List with the society's name listed must be included as backup documentation for the expense report.
  • Expense reports - Back up documentation should be in the chronological order of your statement. Please remove all staples, and use transparent tape around the edges of receipts. If your credit card number is listed on any supporting documentation, block out the first 10 digits and the 3 digit security code.

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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