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Overview

The procurement card (Procardprocard) is used for ordering supplies or business services that are relatively low-dollar value purchases from vendors that accept the MasterCard credit card.

The Procard procard works like a credit card, and carrying one is a privilege.

The procard is a MasterCard issued by Citibank. In order to obtain a Procard, an applicant must first become certified for its use and recognize the responsibilities and liabilities that come with being a cardholder.

How to get a Procurement Card

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There is one Procard owner per department.  If your department needs to obtain a Procard, please contact Dell Medical School-Finance, who will work with you to submit all necessary paperwork and obtain proper approvals to apply for a card.

Overview

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1. Obtain approval from Dell Med Finance via email.
   1. Your domain / department head should be aware of the request prior to the ask of Finance
   2. Include the following details in the email – your role, departmental volume of transactions, and the reason for the need
   3. General rule – only one procard is approved for each department.
2. A decision is communicated via email
   1. If approved, you will be notified of the next steps to obtain your procard, which will include:
      1. Complete the Procard Compliance Training and pass the Procurement Card Certification Exam
      2. Complete the application
      3. Send application to Dell Med Finance
      4. Dell Med Finance submits the application for Business Officer approval and processing with the Procard Office
      5. Once approved by the Procard Office, you will be contacted to retrieve the procard from the Procard Office
   2. If not approved, purchasing must go through established procurement procedures.

Cardholder Responsibilities

 Cards are issued to an individual employee and not to a unit or other cardholder group. The employee listed on the card has sole responsibility for the control and use of the card.
 
 As the cardholder, you are responsible for:

• Taking annual compliance training by Dell Med Finance
• Following procurement policy
• Verify purchase – approval of the purchase, allowable purchase, vendor is in good tax standing for purchases over $500, and no sales tax is charged
• Transaction verification – Date stamped of when goods are received is required on each receipt
• Retaining records (3 fiscal years + current fiscal year)
• Procard log and supporting documentation is required to be submitted to Finance by Dell Med deadlines

Limits

Cardholders may purchase unrestricted commodities up to the maximum single-purchase limit without issuing a purchase order or entering an accounting transaction. The default single-purchase limit extended to Procard holders is $999. To obtain a higher single-purchase limit (up to $4,500), an administrative official from the cardholder’s department must send a written request by email justifying the need to the procurement card administrator and copy Dell Medical School-Finance.

Procard Restrictions

Purchases from vendors cannot be split in order to create single purchases that fall below the single-purchase spending limit of the Procard. If this occurs, it will result in loss of card privileges.

Allowed Purchases

The Procard may be used for purchases up to the cardholder’s maximum single-purchase limit. establishing a contract.

Single transaction is the total amount an individual purchase can be.

• Default limit single transaction = $999.00
• Maximum limit single transaction = $4,500.00 

Cycle limit or “billing limit” is the total amount that can be spent within a billing cycle.

• Billing cycle limit default = $5,000.00

If your single transaction limit or cycle limit need to increase, contact Dell Med Finance.

Allowed Purchases

Examples of allowable purchases include:

• supplies not attainable through UT Market: office, research, computer
• printing and duplicating services
• conference/ registration fees.
  •   A travel authorization must be obtained prior to conference registration and be An RTA# must be written on the receipt or referenced on the procard log (Updated July 2018)
  repairs
  • obtained
• membership fees

Disallowed Purchases

The Procard may not be used for some types of purchases. For questions about whether a purchase is allowed, contact the procurement card administrator. Examples of  Examples of items typically disallowed are:

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• entertainment or travel
• food (including catering services)
• communication design services
• consulting servicesincluding food, catering services, etc.
  •  excluding grocery store purchases such as HEB and Central Market (allowed)
• travel
• any service
• controlled substances, cylinder gasses, hazardous chemicals, radioactive material
• animals

Cardholder Responsibilities

• The employee listed on the card has sole responsibility for the control and use of the card
• The cardholder must keep all receipts or documentation for any purchases made
• The cardholder is required to keep a Procard log
• The cardholder submits the Procard log to Dell Medical School-Finance for monthly review
• Dell Med Finance issues the monthly bank statement to the cardholder.  The cardholder is responsible for verifying that all transactions listed on that statement are valid and accurate.
• The cardholder submits all receipts and back-up documents for all transactions that are on the monthly statement to Dell Med Finance for final processing.
• See additional exclusions

For questions about whether a purchase is allowed, contact Del Med Finance

Infraction Actions

 Infractions against procard policy are not limited to, any violation of the procard or University Policy
 Some examples include:  

• Split transactions
• State sales tax being charged
• Failure to turn in backup documentation by established deadlines
• Purchasing of an item listed on the disallowed list

One infraction will result in loss of card privileges.
Cardholders will not be able to apply for another card if their card was canceled due to a violation of procard policy.
Improper use of the procard can result in the cancellation of your procard and possible lawful action taken against the offending party.

CitiDirect Global Card Management System (GCMS) - online account

Citibank offers an option for digital banking that assist the cardholder or any card managers a simple way to verify and track transactions.

1. Cardholder may go through the self registration process using the Citibank ProCard Cheat Sheet
2. If additional staff need access to cardholder’s account, contact Dell Med Finance. Do not share login information.

Lost/Stolen Procard & Fraud

Who do I need to notify:

1. Citibank
   1. Validate your transactions
2. Dell Med Finance
   1. If fraud, report details such as: the vendor name, when the fraud occurred

What happens after:

1. Card will be canceled
2. Bank will send procard administrator new card
3. Declaration of Fraud will be sent by bank
4. New card processed by procard administrator
5. Cardholder will pick up new card

Canceling your Procard

Reasons for canceling your ProCard:

• Leaving The University 
• Moving to a new domain / department within Dell Medical School
• Transferring to another school within the University
• No longer going to have purchasing a part of your responsibility
• Uncomfortable purchasing for your domain / department or do not want to check out your procard

Please be sure to send a cancelation request to Dell Med Finance. In your email include:

• Cardholder’s name
• Last four digits of the card
• Reason for cancellation

Helpful Links and Resources for Procurement Card (Pro-Card)

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