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.

• Individual Staff/Faculty applies for P-Card in Cardholder’s name
• Account Manager or other designated approval required.
• P-Card is issued to the Cardholder
• P-Card Provider pays the Vendor within three days
• P-Card Provider bills the University
• University pays P-Card Provider
• P-Card Provider will mail the billing statement directly to the Cardholder
• The Cardholder reconciles statement against their transaction log
• The Account Manager signs off on the reconciled statement
• Transaction log and statement are filed

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.

• An Account Manager with State funding (HEAF and Coordinating Board funded accounts)
• Students
• Graduate Assistants
• Temporary Employees

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:

• Alcoholic Beverages*
• Animals, Live
• Capital Equipment
• Cash Advances
• Cell Phones / Service
• Chemicals/Hazardous Materials
• Computer Software & Licenses*
• Consulting Services
• Controlled Items ($500-$1000)
• Employment Service
• Entertainment Expenses*
• Flowers*
• Food*
• Gases, Cylinder
• Gases, Liquefied
• Gasoline
• Gifts / Gift Cards
• Leases
• Memberships or Dues*
• Moving Expenses
• Office Supplies (unless in travel status)*
• Personal services
• Pharmaceuticals
• Plants*
• Postage*
• Professional Services
• Radioactive Materials
• Rentals*
• Subscriptions
• Telephone Services (No Internet Services)
• Temporary Help Services
• Time or Installment Purchases
• Travel / Lodging
• Tuition
• Used Equipment
• Weapons

*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.

• 3000–3299: All Airlines
• 3351–3440: All Rental Agencies
• 3501–3744: All Hotels
• 4121: Taxicabs & Limousines
• 4131: Bus Lines
• 4411: Cruise Lines
• 4722: Travel agencies & Tour Operations
• 5541–5542: Fuel Service Stations
• 5812: Eating Places, Restaurants, Bars, Cocktail Lounges
• 5813: Bars, Cocktail Lounges
• 5814: Fast Food Restaurants
• 5921: Package Stores, Beer, Wine, Liquor
• 6010-6300: Financial Institutional
• 7011: Lodging Hotels, Motels, Resorts
• 7012: Timeshares
• 7261: Funeral Services & Crematories
• 7273: Dating and Escort Services
• 7276: Tax Preparation Service
• 7297: Massage Parlors

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.

         CitiPhone Banking

         1-800-627-3999

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:

• Copy of an order form or application, when applicable;
•  Packing slip, if received, for goods from Vendor/Supplier;
•  A print out of the vendor hold search page for any purchase over $500;
•  Cashier receipt or Vendor/Supplier invoice;
• Online/Web Orders should be documented with an Order Confirmation/Receipt containing:  

1. Vendor Name
2. Date of Purchase
3. Total Price with Shipping
4. Description of Purchase/Part or Model Number 

• Department order form, if applicable (this may be prepared according to departmental guidelines,  but must be signed by the appropriate departmental official to document approval of the transaction
• Any applicable approved waivers
• Food, flowers, plants, and entertainment purchases should be documented with names of attendees/recipients, purpose of the event/purchase and date and time of the event.  Groups of fifteen (15) or more will only need name of the event, purpose and date and time of event.

Yes, Texas State is sales tax exempt. No number is needed for sales tax exemption.