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.
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.
You cannot authorize individuals to utilize your card. Only the name listed on the card is allowed to make the purchase.
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.
State law forbids separating large purchases into multiple invoices which appear to be within delegated limits.
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.)
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.
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.
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.
firstname.lastname@example.org or Procard@tamut.edu
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.
* 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|
** 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.
The single transaction limit is $3,000.00.
Additionally, the following documentation must be retained and kept with the expense report:
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).
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.