State of Texas Procurement Card Use

The use of State of Texas Procurement Cards is governed by University policies and procedures. As such, the Sport Club Office has established purchasing guidelines for the use of these "Pro Cards" for student org business needs. 

Use Restrictions

The UTSCA utilizes two Procurement Cards, both of which are in the name of Senior Assistant Director, Bridget Jones (Tasker). The Sport Club professional and student staff has strict oversight of all uses of these cards as following:

• Transaction Limit: $4,499.99

• Only Authorized Representatives may make a transaction with a Pro Card.

• Available Hours for Sport Club Use: Monday-Friday, 9am-5pm BY APPOINTMENT ONLY

  • Pro Cards are not available for drop-in use. Sport Clubs must schedule a Purchase Appointment on Bookings to use a Pro Card.

  • Internal Services Purchase Request must be submitted AND approved before scheduling the use of a Pro Card.

• Vendors should never save/store a University card number.

• All purchases receive sales tax exemption (UT Vendor Tax ID: 74-6000203).

• Itemized receipts must be submitted to Sport Club Staff within 72 hours of transaction.

• Sport Club Staff do not have authority to sign an agreement on behalf of the University. If there are any contracts, terms, conditions, or other types of agreements included in a purchase, consult with your advisor prior to asking for approval of the purchase.

• Sport Club Staff has final authority on all purchasing decisions.

• University Procurement Cards are heavily monitored and have a list of restrictions that can be viewed here. The important restrictions to highlight: Contractual agreements of any type that involve a signature, used equipment over $500, late fees, rental of goods/services, services, and more.

In-Office/Virtual Purchase Appointments

Most purchases can be done over the phone, online, or via Teams in the Sport Club Office inside Gregory Gym. These purchases are scheduled in 20-minute increments and are usually conducted by Sport Club student staff. 

Off-Site Purchase Appointments

Some purchases are point-of-sale and require the use of the Pro Card off campus. Off-site purchase appointments are scheduled in 2.5-hour increments. The Pro Card, with receipts, must be returned to the Gregory Gym Programs Office during business hours.

What to Expect During Your Purchase Appointment

• Arrive at your scheduled time inside the Gregory Gym Programs Office (GRE 2.204) or via Microsoft Teams. Provide your name, sport club, and purchase appointment info to the clerical staff.

• Sport Club Staff and Authorized Rep will confirm Internal Services purchase request number and dollar amount.

• ONLINE PURCHASES

  • All online purchases must be made on a Recreational Sports office computer.

  • In a private browser, visit online store or utilize your log-in credentials to access your order.

  • Verify on order screen the total amount does not include tax!

• TELEPHONE PURCHASES

  • Call the vendor and tell them you want to make a payment on an order (have order/invoice number ready).

  • Verify with the sales rep that the total amount does not include tax!

  • Provide the credit card number of the card being used for the purchase.

  • Ask for an emailed receipt sent to utrs.sportclubs@austin.utexas.edu.