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ËÄ»¢Ó°ÊÓ offers all departments a MasterCard Procurement card (ProCard) program for ordering supplies or business services. The program is a fast, flexible alternative for processing low dollar value purchases from vendors that accept the MasterCard credit card. The card is available for use with designated and auxiliary (local) accounts only (NO STATE FUNDS).

The Procurement Card Program is authorized by the State of Texas Procurement and Support Services (TPASS) contract with Citibank. With the ProCard you, the end user, will be able to purchase non-restricted commodities of less than $500 from local funds (NO STATE FUNDS), directly from vendors without issuing a purchase order or entering an accounting transaction. It will also significantly reduce the time and effort required to make payments for your purchases.

How the ProCard Works

• You make a purchase by charging it on the ProCard
• Citibank, the ProCard supplier, pays the vendor the next day
• Citibank bills the University monthly
• The University makes payments to Citibank electronically

What Can Be Purchased With the ProCard

The card may be used for the purchase of goods and services under $500. Purchases which exceed these limits (including freight) must be made using the normal purchasing procedures or receive an exception from the Program Administrator. The ProCard is to be used for the purchase of operating supplies and services. The ProCard is not to be used for travel, capital items, and services provided by individuals who would receive a W-2 or 1099 from the University. Food or restaurant expenditures are specifically disallowed and will require an exception from the Program Administrator. Any questions about the appropriateness of an item should be directed to the Program Administrator. As explained later in this procedure guide, cardholders are strictly prohibited from using the card to purchase items for personal consumption.

Examples of Appropriate Items

• Office Supplies (Consumables) Emergency Equipment repairs

Examples of inappropriate items:

• Travel related purchases, i.e. airline tickets, hotel rooms, conference registrations, fuel and vehicle rentals
• Food and alcohol
• Personal recognitions such as flowers and/or plants for employees or family members Business luncheons for employees
• Computer Hardware / Computer Software / Computer Services Network and Telecommunications Equipment and Services
• Marketing Items, i.e. brochures, business cards, signs, anything with a ËÄ»¢Ó°ÊÓ logo Chemicals and Medical Supplies that require EH&S compliance review and approval Cleaning Products
• Purchases that require an agreement and/or contract Office Furniture

Hierarchy of Purchasing with a ProCard

1. Texas | As a state of Texas agency, we are expected to spend our dollars in Texas whenever Be sure to shop TEXAS first! HUB Vendors are excellent resources for your purchases.
2. USA | When not able to purchase in Texas, choose Companies that are based in the
3. Foreign | Companies that are based and/or have their headquarters in foreign countries are strictly PROHIBITED for purchases made with an individual department ProCard.

Who Can Obtain a ProCard?

Any University account manager, and in certain circumstances with the approval of the Program Administrator, and designees of the account manager may be eligible to obtain a ProCard.