An individual who is a staff or faculty member may apply for the Procurement Card using the Procurement Card Application & Change Request.
The individual must fill out the application and obtain the signature of their account manager, which must appear on the application. The application should then be faxed to the Purchasing Office at 5-2393. Following the receipt of an approved and completed application, the Procurement Card Administrator will review and approve, and forward the necessary documentation to the Procurement Card provider for processing.
The individual will be contacted by the Procurement Card Administrator to attend a short orentation and training session when the P-Card arrives. The individual will be required to sign the Procurement Cardholder Agreement before the card will be released.
An Account Manager, as defined by University Policies and Procedures Statement 03.01.09 “Fiscal Responsibilities of an account Manager at Texas State University”
Only full-time Texas State employees, with the approval of their Account Manager, may request and be issued a P-Card.
The P-Card may be used for purchases of goods under $1,000 (except those identified as prohibited, controlled, restricted, or purchased with an approved waiver) when the vendor does not accept a purchase order, it is time sensitive or an emergency.
This means if the total purchase price, including freight and any other charges is $1,000 or more, a Texas State purchase order must be used to make the purchase.
The procurement card may not be used for purchasing the following items:
*Waivers may be issued dependent on account funding and situation.
Disallowed Vendors / Prohibited MCC Codes (Merchant Category Codes). Procurement Card will not be accepted if the merchant is the following type of business.
Any charge appearing on a billing statement may be disputed by the Cardholder. If a charge is not recognized, or it appears to be incorrect, first contact the Vendor and attempt to resolve the dispute.
If an agreement cannot be reached, contact the Dispute Department of the P-Card Provider and contact the P-Card Administrator at Texas State University.
Any Procurement Cardholder may submit a waiver for food or flowers. waiver request must be approved and signed by the Account Manager.
Please refer to UPPS 03.01.03 “Purchase of Food, Refreshments, or Achievement Awards” for further information on what funds may be used to purchase food, refreshment and achievement awards.
There are no "blanket" waivers. The request must be submitted to the P-Card Program Administrator a minimum of forty-eight (48) hours prior to the event for final approval, with the exception of emergency purchases.
NOTE: All purchases must be recorded in a Transaction Log. The Purchasing Office reserves the right to review these logs during a Compliance Review.
The Procurement Card Policy and Procedures Manual states “The Cardholder must keep all P-Card itemized sales receipts, packing slips, on-line/web receipts/confirmations, applicable waivers, Delegation Authorization forms, and other related information for all P-Card transactions. A credit card charge slip, with total amount only, is not adequate documentation. Every billing cycle, the Cardholder will receive from the P-Card Provider a P-Card billing statement showing their charges for the billing cycle along with the total amount charged to the account specified. A transaction log is to be kept for recordkeeping and reconciliation purposes. This log should include, at a minimum:
Yes, Texas State is sales tax exempt. No number is needed for sales tax exemption.