The procurement card (Procard) 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 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
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
The Procard works like a credit card, and carrying one is a privilege.
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. 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 referenced on the procard log (Updated July 2018)
- repairs
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 items typically disallowed are:
- alcoholic beverages
- entertainment or travel
- food (including catering services)
- communication design services
- consulting services
- 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.