Purchasing Card

February 2021 Expense Reports

This month's expense reports should have the following start and end posting dates:  

02/01 - 02/05/2021 = FEB21 WEEK 1
02/08 - 02/12/2021 = FEB21 WEEK 2
02/15 - 02/19/2021 = FEB21 WEEK 3
02/22 - 02/26/2021 = FEB21 WEEK 4

Important Reminders

  • Every week of expenses will be fully available in Chrome River by the following Monday (see attached calendar)
  • When submitting an expense report, the Report Name is the Cardholder last name, First initial, Transaction posting month and year, Report number. Example:  Ramirez, C - FEB21 RPT1
  • Start Date / End Date:  Time period for the submission should be weekly, and reflect the transaction posting dates. Example for week 1: 02/01/2021 - 02/05/2021
  • Access Chrome River by going to: WebRaider's F&A Work Tools > Purchasing Card.

Or visit, http://chromeriver.texastech.edu/  

Helpful Links: 

Chrome River Basic Training Recording (Passcode: CR$Basic1)
Chrome River Basic Training PowerPoint
Chrome River Basics
How to Add a Delegate
Creating & Submitting an Expense Report
Upload & Attach Receipts
How to Itemize a Transaction
PCard Account Code Reference Sheet

For system questions, email ChromeRiverHSC@ttuhsc.edu.

For system questions, email ChromeRiverHSC@ttuhsc.edu.

Chrome River News

Chrome River is now live! If you have not yet attended a Chrome River training, or would like to attend again please plan on joining us for one of the sessions below. Trainings will include navigation, how to submit a report, how to approve a report and many new exciting features that Chrome River offers.

We have also added a Questions and Answers sessions once a week. If you have questions feel free to submit ahead of time to ChromeRiverHSC@ttuhsc.edu or attend the session and present question during the 1 hour session.

Chrome River Basic Training
**New Dates Coming Soon**

Training Documents
Chrome River Basic Training Recording (Passcode: CR$Basic1)
Chrome River Basic Training PowerPoint
Chrome River Basics
How to Add a Delegate
Creating & Submitting an Expense Report
Upload & Attach Receipts
How to Itemize a Transaction
PCard Account Code Reference Sheet

 

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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