HDFS ProCard

Please review prior to initiating a ProCard purchase:

Do you have the account number for this purchase?

Does this account have the funds needed to make the purchase?

Does this account allow this type of purchase?

Please email Mayra if unsure about any of these questions.

Are you purchasing office supplies?

Yes, STOP and purchase through UT Market, create cart and assign to Mayra (eid: mb6754).

No, move to next step

Check the Disallowed List

If you are unsure, please email the procard office for clarification. purchasing-procards@austin.utexas.edu. All purchases must be Tax Exempt - Fill out a Tax Exempt Form and include it in your documentation. If sales taxes are unavoidable, you should not proceed with the purchase as the procard holder will need to reimburse the university for the sales tax.

Most software is considered a “high risk purchase” by UT and not an allowable purchase with the procard. Please Stop and DO NOT purchase with your personal funds.

Here is the latest guidance from the university for Software Purchases. Please review and then contact Mayra with this request for next steps.

Steps for making a ProCard purchase

Complete the Procard Transaction Log for the purchase and indicate the account the items/services purchased will be charged to.
Request Procard access from Mayra: mayra.smith@austin.utexas.edu. A link to our department Stache account containing the card information will be emailed to you. Please send your EID when you are ready to make the purchase. This link will expire in 1 hr.
Once the purchase is complete, save your digital receipt and/or email confirmation in a pdf format. Then: a) please make sure you have an itemized receipt with a zero balance, and b) sign the document with Goods/Services Received dates (see format below). If you prefer, there is a physical stamp available in the main HDFS office downstairs in 1.432.

Goods/Services Received: MMDDYY

By: (Enter your Full Name and Signature here)

Invoice Received: MMDDYY

By: (Enter your Full Name and Signature here)

Account to charge: ##-####-####

If a physical receipt needs to be scanned, tape the receipt to a blank piece of paper. If there are multiple, please group like receipts together and space them at least i inch apart. You can also take a picture with your phone. Make sure it is itemized, easy to read, in good lighting (no shadows), and converted into a PDF.

Upload documentation to this box folder as one combined PDF the same day of purchase. Name your PDF document in the following format: (Date of purchase) MMDDYY-purchasers last name-vendor used
Email Mayra letting her know this process has been completed. If more documentation is needed Mayra will reach out. Please respond with the requested documents/ details ASAP. The reconciliation window for ProCards is short in order to meet UT final deadlines.

If you run into any issues, feel free to connect with Mayra via Teams or email.

Please see Policy & Guidance | Commercial Card Office (ProCard) for additional guidance, if needed.