July 7, 2026

Expense Report Due Dates

• 06/01 - 06/05/2026 = JUN26 WEEK 1: Due 06/19/2026
• 06/08 - 06/12/2026 = JUN26 WEEK 2: Due 06/26/2026
• 06/15 - 06/19/2026 = JUN26 WEEK 3: Due 07/03/2026
• 06/22 - 06/26/2026 = JUN26 WEEK 4: Due 07/10/2026 > FINAL DUE DATE - JUNE TRANSACTIONS

• 06/29 - 07/03/2026 = JUL26 WEEK 1: Due 07/17/2026
• 07/06 - 07/10/2026 = JUL26 WEEK 2: Due 07/24/2026
• 07/13 - 07/17/2026 = JUL26 WEEK 3: Due 07/31/2026
• 07/20 - 07/24/2026 = JUL26 WEEK 4: Due 08/07/2026
• 07/27 - 07/31/2026 = JUL26 WEEK 5: Due 08/14/2026

• 08/03 - 08/07/2026 = AUG26 WEEK 1: Due 08/21/2026
• 08/10 - 08/14/2026 = AUG26 WEEK 2: Due 08/28/2026
• 08/17 - 08/21/2026 = AUG26 WEEK 3: Due 09/04/2026
• 08/24 - 09/03/2026 = All transactions posted on or before 9/03 must be submitted and fully approved by COB 9/4 in order to post to FY 26 Funds.

Important Reminders

• Wrap up FY 2026 - Blocked out dates for FY 26: The last day to use the PCard for FY 26 funds is 8/24/2026. Expense reports should be submitted throughout the month of August to ensure posting by the statement close date of 09/03/2026. PCard purchases for FY 27 begins 09/04/2026.
• Returns slow down the process, and delayed reports can cause your PCard to go into suspension.
  How to avoid common Returns:
  • Ensure you have a Vendor Hold Search for all transactions over 500.00, or, provide a comment that one was not provided timely and will be obtained in the future.
  • Provide an itemized receipt for all transactions. If the vendor does not provide itemized receipts, a screenshot is required of the checkout point when ordering online. Screenshot should include vendor name, items purchased, total amount, and payment method.
  • Redact full credit card numbers and CVV, SSN, DOB and any other patient/personal information.
  • Itemization - Please be sure you are itemizing to the correct expense type categories. (Example, an Amazon Business transaction contains both Office Supplies, and Books - itemize each expense to the appropriate accounting code.) Sales tax should also be itemized anytime you are charged for State of Texas sales tax. If you need assistance with Itemization, please email pcard@ttuhsc.edu.
• Effective July 1, all AI-related PCard purchase requests must be accompanied by a requisition submitted in TechBuy. What this means for you: If you submit a PCard request to purchase an AI tool or license (e.g., a ChatGPT subscription), you are now required to also submit a corresponding requisition in TechBuy. TechBuy will serve as the central system for tracking and managing all AI tool purchase requests.
  
  An AI review workflow has been established in TechBuy to ensure appropriate oversight for all requests involving AI tools or tools with AI features. Depending on the nature of the tool, your request will be routed accordingly:
  
  
  1. Individual-use tools - Expedited review (AI Tool Compliance Attestation Form Required)
  2. Departmental tools - Full AI committee review (AI Tool Evaluation Checklist Required)
  
  Please plan ahead and allow sufficient time for the review and approval process before making your purchase.

• If you have any questions or concerns, please contact PCard directly at pcard@ttuhsc.edu.

Helpful Links

PCard Purchasing Guidelines

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