Procurement Card

Overview

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

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

The procard is a MasterCard issued by Citibank.

How to get a Procurement Card?

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)
• Downloading monthly procard statement for reconciliation - instructions
• Procard log and supporting documentation is required to be submitted to Finance by Dell Med deadlines

DMS Deadlines

Cardholders may purchase unrestricted commodities up to the maximum single-purchase limit without issuing a purchase order or establishing a contract.Limits

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
• conference/ registration fees
  •   An RTA# must be written on the receipt or referenced on the procard log obtained
• membership fees

Disallowed Purchases

 Examples of items typically disallowed are:

• entertainment including 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
• 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)

• UT Procard Program