Purchasing

General Guidelines

Yes, I already have one.

Now that you have a Purchasing Card, here is what you need to know to use it. If you need an additional card for a new or existing account, click here.

  1. Individual cardholders are responsible for ensuring that all purchases are for official university business purposes only. Purchases must be made in accordance with the laws of the State of Texas, the purchasing procedures of the Texas A&M University System, and the authority specifically delegated to the cardholder's department.

  2. You cannot authorize individuals to utilize your card.  Only the name listed on the card is allowed to make the purchase.

  3. Employees do not personally pay their Purchasing Card bills and the program does not affect a cardholder's credit rating in any way. However, the Purchasing Card program does carry corporate liability and individual responsibility as set forth on the Cardholder Purchasing Card Agreement form which cardholders must sign before they are issued a Purchasing Card.

  4. State law forbids separating large purchases into multiple invoices which appear to be within delegated limits.

  5. Texas A&M University-Texarkana may not pay for goods before the goods are actually received. (Vendors should not charge the cardholder's account before the goods are shipped.)

  6. It is the cardholder's responsibility to ensure receipt of goods and follow up with vendors to resolve any delivery problems, discrepancies, and/or damaged claims.

  7. When ordering other than "in person," instruct the vendor to send a receipt for the Purchasing Card purchase directly to the cardholder's department together with the merchandise.  Receiving personnel will notify department by e-mail or telephone if a Purchasing Card purchase is delivered to Central Receiving.

  8. Texas A&M-Texarkana is exempt from paying sales taxes on purchases made from a vendor in the State of Texas. Cardholders should carry a Texas A&M-Texarkana Texas Sales and Use Tax Exemption Certification form for use with their Purchasing Card.

Program Administrator

  • Responsible for the administration of the program; approves and processes requests for Purchasing Cards
  • Is knowledgeable on all procedures and related forms, and is the secondary contact for a cardholder with questions about or problems with the program.
  • Texas A&M-Texarkana Program Administrator         

               Cynthia E. Henderson
               903-223-3053
              cynthia.henderson@tamut.edu or Procard@tamut.edu                               

                        

Program Coordinator

  • Charged with keeping documentation for the Purchasing Card Activities
  • Is knowledgeable about the program's guidelines and related forms, and is the Primary contact for a cardholder with questions about or problems with the program.
  • Texas A&M-Texarkana Program Coordinator:
     Vivian Holmes
     903-223-3192
     vivian.holmes@tamut.edu or Procard@tamut.edu
Account Manager (or designee)
  • Is responsible for designating cardholders and approving their monthly Citibank Purchasing Card statements (expense reports) to ensure that all purchases follow Texas A&M-Texarkana guidelines.
  • Approves requests for changes in a cardholder's credit limits.
Cardholder
  • The person designated by the Account Manager to be issued and utilize a Purchasing Card.
  • Is responsible for following the purchasing guidelines of Texas A&M-Texarkana in regard to purchases, selection of vendors, security of the card and monthly reconciliation of statements.
  • Ensures receipt of purchased goods and follows up with vendors to resolve any delivery problems and discrepancies.

Transaction Limits
The single transaction dollar limit for a Purchasing Card is the same limit which applies to a cardholder's delegated purchasing authority:

All Cards: $3,000.00

It is important to remember that a total "transaction" includes not only the item(s) purchase price, but also taxes (if applicable), freight/delivery charges, and installation. Purchases may not be separated into multiple invoices in order to appear to be within these single transaction dollar limits.

Monthly Credit Limits
Monthly spending/credit limits are established Program Administrator and adjusted at the request of a cardholder's Account Manager, in writing or via email.  Cardholders are generally given a monthly limit of $5,000.0,  unless otherwise requested by the Account Manager.

Acceptable Purchases
  • Books
  • Conference Registrations
  • Entertainment (excluding alcohol) - Cardholder must then indicate "Who, What, Where, When, Why" on the Transaction Log.
  • Janitorial Supplies*
  • Lab Supplies*
  • Medical Supplies*
  • Office Supplies*

 

  • Professional Memberships & Dues (local funds only)
  • Registration Fees for Training Courses and Seminars
  • Safety Supplies*
  • Subscription
  • Supplies
  • Tool/Hardware
  • Videos

* When using State funds, card holders are required to abide by TIBH set-a-sides, State of Texas Term Contract, and TDCJ manufacture goods before purchasing these items with the ProCard.

Unacceptable / Restricted  Purchases
  • Items for Personal Use
  • Alcohol
  • Animals
  • Computer Hardware
  • Computer Software
  • Capital/Controlled Equipment**
  • Cash Advances, Instruments or Refunds
  • Controlled, Hazardous, Radioactive Materials
  • Fuel
  • Printing/Copying
  • Services provided by a sole-proprietor or partnership, consulting, or 1099 reportable services
  • Social Club Dues
  • Travel/Transportation Expenses for Faculty and Staff

** Controlled equipment is defined as the following: facsimile machines, stereo systems, cameras, video recorders/players, televisions, projectors, computer equipment, computers, printers, cellular/portable phones, firearms, furniture, and copy machines. If you need further clarification regarding "controlled equipment", please call the Purchasing Department at 903-223-3053 or 903-223-3192.

ProCard Transactions
The single transaction limit is $3,000.00.

  1. Determine if the transaction is an acceptable use of the card, and if it is within the cardholder's spending limit.
  2. Departments should check the State of Texas Term Contract for goods when using state funds. If item is on state contract, then the ProCard should not be used. A requisition must be completed and forwarded to the Purchasing Department for processing.
  3. Departments are required to comply with the TIBH and TDCJ set-a-sides.
  4. Departments are required to verify the Taxpayer status of the supplier prior to doing business with that supplier and retain evidence of verification in the department by visiting https://cpafmprd.cpa.state.tx.us/tpis/search.html. The vendor must be in good standing with no holds in order to do business with the University.
  5. Call or visit the vendor to place your order.
  6. If order is by mail, specify cardholder name, company name, department name and shipping instructions. Also, specify the Purchasing Card number, expiration date and name as it appears on the card.
  7. Confirm pricing and freight.
  8. Request that a hard copy of the pricing, and freight be faxed to the cardholder and/or included in the shipment of items.
  9. Request that the supplier indicate your name and the words “ProCard”  (i.e. Holmes-PC01) appear on all packing lists and box labels. This will enable the receiving department to facilitate delivery of your order.

Reconciliation

The cardholder/department is responsible for reconciling (allocating) the Citibank bill containing the information listed below. Purchases should be reconciled in CitDirect Global Card Management system:
  • Account (s) Manager signature approval on expense report

Additionally, the following documentation must be retained and kept with the expense report:

  • Sales Receipts
  • Packing Slips
  • Credit Card Receipts/Slips
  • Other information or correspondence related to the purchase

The expense report shall be reconciled to the monthly Citibank statement within seven days after the closing date (due 10th of each month). Any discrepancies identified shall be promptly investigated and resolved by the cardholder/department. Documentation of any action taken to resolve a discrepancy must be recorded as an attachment to the log.

Statement and Payment Information

  • Cardholders will access their monthly transaction in CitiDirect Global Card Management System.

  • Citibank provides one summary billing, listing all transactions during the period by each cardholder.

  • Accounts Payable pays the summary billing in full and charges the account designated for each card after auditing is performed by ProCard Coordinator. (The payment cycle ends on the 3rd of each month and Accounts Payable is required to pay Citibank within thirty days. Vendors are paid by Citibank within 24-48 hours of your transaction.)

Returns, Credits, and Disputed Charges
Should a problem arise with a purchased item or charge, every attempt shall be made to first resolve the issue directly with the vendor. The returned, credited or disputed item shall be noted on the CitiDirect Transaction Summary (Expense Report).

  • Returns: Contact the vendor and obtain approval and instructions for return. (Note that some vendors may charge a restocking or handling fee for returns.) All returns should be documented on the CitiDirect Transaction Summary (Expense Report).
  • Disputed Charges: If an unauthorized charge appears on a monthly statement, the cardholder should contact the vendor and attempt to resolve the problem. All disputed charges should be documented on the CitiDirect Transaction Summary (Expense Report), including copies of any correspondence with the vendor.
  • Credits: Credit for returned goods or incorrect charges should appear on the cardholder's statement no later than the following month. All expected credits should be documented on the CitiDirect Transaction Summary (Expense Report).
Audit of Records
  1. All transactions and all supporting documentation become "official records" and shall be maintained in the department in accordance with Texas A&M-Texarkana Record Retention Schedule.
  2. Purchasing Card records are subject to audit by the State Comptroller, the cardholder's departmental accounting office, the Department of Purchasing Services, Internal Audit, or other external entities (such as the State of Texas Auditors and Public Accounting Offices).

Card Cancellation

When a cardholder terminates employment with Texas A&M-Texarkana, the department and/or the HR department has the specific obligation to reclaim the purchasing card and return it to the Program Administrator or Coordinator prior to the employee's termination date. Likewise, the Purchasing Card must be returned to the Program Administrator or Coordinator when the cardholder transfers to another department within Texas A&M University-Texarkana.

Non-compliance to State and University purchasing procedures will be grounds for cancellation of a cardholder's Purchasing Card.

Lost or Stolen Purchasing Cards
If a Purchasing Card is lost or stolen, immediately contact Citibank at 1-800-248-4553. After contacting Citibank, notify the Program Administrator or Coordinator and your Department Head.

Prompt, immediate action is necessary to minimize Texas A&M-Texarkana's liability for fraudulent use of the card. Texas A&M-Texarkana is responsible for all charges made on a stolen card until it has been canceled by Citibank.