Purchasing Card

Purchasing Card Current FY Billing Cycle Dates

Purchasing Card Training Module

Only 2 FULL business days left until the Year-end Deadline

September Cycle ending 09/03
Transactions 8/3/2019 - 9/3/2019

Wednesday, September 5th

The September expense report is available to print today, September 5th.

Monday, September 9th

Allocations and descriptions must be completed by noon on September 9th. Transactions will be uploaded into Banner at that time.

Monday, September 30th

The expense report with all supporting documentation is due for review by September 30th.

Reminders:

  • Verify that the account code for every transaction is accurate in describing the purchase.
  • Reconcile all transactions (grouped by budget pools) against available budgeted funds. For example, if your book purchases (allocated to account code 738200) totals $700.00 for this cycle, there should be sufficient budgeted funds for pool 7019 to cover these transactions before the deadline.

Prohibited Purchases on State and Federal Funds:

Funds 10XXXX, 11XXXX, 12XXXX, 21XXXX and 22XXXX

  • Food and Entertainment Expenditures (including business meals)
  • Flowers
  • Membership Dues
  • Promotional Items
  • Account Codes that begin with "7 L"

We welcome your feedback!

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

PCard Year End Deadlines FY 2019
(August/September)

***DO NOT WAIT TO ALLOCATE***

You may begin allocating as soon as transactions are posted in Citi!

20 Tues 21 Weds 22 Thurs 23 Fr

Last day to purchase for FY 19 to ensure posting on or before 09/03

24 Sat

Do not use the Pcard

25 Sun

Do not use the Pcard

26 Mon

Do not use the Pcard

27 Tues

Do not use the Pcard

28 Weds

Do not use the Pcard

29 Thurs

Do not use the Pcard

30 Fri

Do not use the Pcard

Last day for 09/03 billing cycle

31 Sat 1 Sun 2 Mon

Labor Day

3 Tues

Purchasing for FY 20 begins!

4 Weds 5 Thurs 6 Fri 7 Sat 8 Sun 9 Mon

Last day for FY 19 allocations DUE BY NOON

 

We welcome your feedback!

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

 

Current Citibank Expense Report

Transactions from 7/4/2019 through 8/2/2019

Tuesday, August 6th
The expense report is available to print starting Today, August 6th.

Wednesday, August 14th
FOAP reallocations and descriptions to be updated in Citi must be processed by Noon on August 14th.

Friday, August 30th
The expense report with all supporting documentation is due for review by August 30th.

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

Click Here for Checklist

Mail to:
PCard Reviews
Payment Services LBK STOP 6283

Note: The card will be suspended if the records are not received by the last business day of the month and/or there is documentation missing in order to complete the monthly review.

Very Important!

September Cycle Ending 09/03/2019 Year End Deadline

All transactions during this cycle will be available for allocation purposes throughout the month of August.

Please email any questions to: pcard@ttuhsc.edu.

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

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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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