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Read an overview of the University's Procurement Card Program. Most purchases under $4500 can be made with a procard. Check Be sure to check Disallowed Purchases to confirm allowable procard expenses. |
VP7: ProCard Payment Voucher
The VP7 is automatically created once a month based on ProCard charges by cardholders.
VP7/Pro Card Policies:
- Gift cards are a disallowed purchase on ProCards. Consult the complete list of disallowed Pro Card purchases here.
- Flowers for official university related purposes may be purchased from program support.
Process
- Cardholder makes ProCard purchase. Staff are required to fill out the Accounting & Purchasing Processing Form (PDF) and Official Occasion Expense form (if necessary) through DocuSign and submit to the UGS Business office with receipts.
- VP7 is completed by Business Affairs Office and is routed to Dean’s Office for approval.
- The Business Affairs Office submits the original paperwork to OA for archival.
VP9: Office Max Payment Voucher
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This list is updated regularly and can change. As always, please reach out to the UGS Business Team (ugs.business@austin.utexas.edu) if you have any questions. |
Guidelines
In addition to following the Purchasing Office's ProCard guidelines, you must submit a UGS Accounting and Purchasing Processing Form with the ProCard information to the UGS Business Affairs office no later than three business days after receipt of goods. Please attach the original itemized receipts.
In order to safeguard your card, the university requires the use of a ProCard log. An original of this log should be turned into the UGS Business Affairs office at the beginning of every month showing the previous month's ProCard transactions.
ProCard Purchases Exceeding $500
Please contact the UGS Business Affairs Office if you plan to make a ProCard purchase that exceeds $500 to make sure the vendor is in good tax standing with the state of Texas. The results of the inquiry should be documented on your ProCard log.
Disputing a Transaction
If a charge appears on your procard that is incorrect or not recognized, the cardholder first should make a good-faith effort to settle the claim or dispute charges directly with the vendor. A cardholder needs to work with Citibank (1-800-248-4553) to dispute any procard transaction if any issues cannot be resolved with the vendor.