August 2026 PCard Update

August 19, 2026

Expense Report Due Dates

  • 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

  • There are 3 business days left for FY 2026 PCard Purchases!
    August 24th is the last day to use your PCard for FY 26 purchases
    • 08/24 - 9/03/2026 - "Blocked out dates" Do not use the PCard during this time to ensure your transactions post in FY 26.

      PLEASE NOTE: Pre-payment for food/business meeting meals, student orientation meals, etc. should not occur on the PCard. You may use the PCard during the blocked out dates for F & E, with the understanding that the expenses may roll into FY 27 funds. A deviation approval is not required. Please discuss with your fund manager before using the PCard for F & E during this timeframe, and ensure any transactions over $500.00 have a Pre-Approval form and Vendor Hold Search prior to processing payments.
    • 09/03/2026 - Statement close date. PCard expense reports should be submitted in Emburse throughout August to ensure posting by statement close date.
    • 09/04/2026 - Your PCard monthly limit is reset, and FY 27 purchasing begins!
  • Use of State Funds - Please note that PCard transactions must be compliant with State requirements and institutional operating policies in order to use State funds for payment. Any PCard purchase that is allocated to a State fund but reflects a violation finding will be returned for a local FOP. Examples: no deviation approval for office supplies on state funds will be returned for a local fund. A non-compliant Vendor Hold Search will also be returned for a local fund.
  • Vendor Hold Search (VHS) - From September 1st to date, there have been 621 violations for No Vendor Hold Search, or non-compliant VHS. This is a finding which we are aware that the State of Texas Audit is actively reviewing for compliance. The VHS should be done the day the transaction takes place, and not more than 7 days prior to the purchase. A VHS after the purchase occurs is non-compliant.

Helpful Links

PCard Purchasing Guidelines

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