ProCards
Purchases that support the daily business needs of the University should utilize the appropriate procurement method. Trained and certified UT Austin employees are issued credit cards, also known as ProCards, from the state-approved bank to be used only for the purchase of allowable low-dollar and low-risk goods and services for university purposes.
The following key elements need to be incorporated into policy considerations and understood by individual Cardholders:
A ProCard draws directly on UT Austin’s funds; therefore, all procurement and accounting procedures required by state law and university policy apply to its use.
The Cardholder is personally responsible for all purchases made on their ProCard.
Failure to follow the procedures related to the use of ProCard may result in the loss of card privileges and/or other discipline up to and including dismissal.
All ProCard applications must be submitted using the ProCard Office Portal here: https://utdirect.utexas.edu/apps/procurement/card_admin/application/
Use the followig information for the appropriate fields:
Account: This is your default departmental account; account numbers may be updated during monthly reconciliation to apply charges more specifically.
Reconciler 1 EID: jlf4384 Jodie Fusig
Manager: kmb4687 Katy Buchanan
CSU Business Officer: mvaldez2 Michael Valdez
Owning Unit Code: 5028-000
Once you submit the application with all the requested information, the ProCard office will reach out to you when your card is ready for mailing.
You are required to complete ProCard training at the university level, and you are required to meet with the Business Office in order to begin purchasing with your new card.
Monthly reconciliation will be initiated by the Business Office via DocuSign PowerForm once the vouchers are available.
Please click the paperclip icon to upload a single .pdf that includes:
☐ Completed Transaction Log (page 1)
☐ Itemized receipt(s) showing proof of purchase or zero balance, including any required authorization documentation, invoices, refunds, and/or other supporting documentation immediately following transaction detail
☐ Supporting documentation for special approvals and/or exceptions (e.g. Single Transaction Limit Increase, Exception Request, Missing Receipt Form, etc)
Please note:
· OOEFS must be uploaded directly following the receipt in your .pdf file
o e.g. If you have 12 Amazon charges for one OOEF, all 12 amazon receipts must have the same OOEF following each receipt in the .pdf file. For tips on file merging through Adobe’s “Organize Pages” function, visit Adobe.com. We are unable to accept “Adobe Reader packets.”
· You must fill out the GOODS RECEIVED DATE on your transaction log for every purchase. For memberships, registration fees, or intangible items, include the date you received the invoice. If an item was shipped, please include the date it was received in hand.
· If you allowed a different department to use your card, include their information on the transaction log so the appropriate account can be charged.
· In rare occurrences, department cardholders may also serve as department reviewers. The Business Office will serve as an additional level of oversight for departments with this structure to maintain compliance with institutional ProCard policies.
This list is not all-inclusive, but is intended to give ProCard users a great deal of guidance regarding appropriate usage and items that are considered disallowed. Prior to using the card, this list must be reviewed in its entirety. The purchase of an item included on this list will result in Consequences.
The ProCard is not to be used for the following:
· Alcoholic beverages
· Ammunition, Explosives and Weapons
· Animals
· Auction items
· Banquet or Gala Admittance
o Alkaline Batteries are allowed
· Cash advances of any type
· Catering
o The following vendors are the ONLY caterers allowed if accompanied by a completed OOEF:
o Central Market
o Wheatsville Co-op
o Whole Foods
· Cell phones and cell phone related monthly charges
· Communication Design Services
o Design Services
o Graphic Design
o Website Design and Development
o Brand and Logo Development
· Construction, Renovation Services and Public Works Projects
· Agreements of any type that involve agreeing to terms and conditions.
· Consulting Services
· Copiers and Copier Maintenance
· Copyright
· Co-Sponsorships
· Cylinder Gases
· Deposits
· Donations or Contributions
· eBay or any other used equipment that exceeds $500 per item (including shipping) requires an approved exception request.
· eBooks
· Editing Services
· Entertainment Related Items
o The following Items ARE allowed if accompanied by a completed OOEF:
o Groceries purchased from grocery stores
o Water or coffee services
o Flowers or Plants (Includes artificial) that do not exceed $200; includes taxes and delivery fees
o Baked goods purchased from bakeries with an approved Payee Information Form (PIF) on file with the university.
o Gratuities should not exceed 20 percent (20%) of the bill subtotal
· Events that do not support the institutional mission or business purpose of the University.
· Fees associated with misconduct or misuse (tickets, late fees, penalties)
· Gasoline
· Gratuities
o The following vendors are the ONLY grocery stores that a tip can be included in the delivery fee. Gratuities should not exceed 20 percent (20%) of the bill subtotal before sales tax.
o HEB, Walmart, Target, Central Market, Whole Foods, Wheatsville Co-op
· Hazardous Chemicals and Materials
· Insurance
· Items prohibited from purchase under grant or research contracts
· Landscaping
· Lasers: Class 3 and 4
· Leases & Lease – Purchases or any other time payment
· Lecture Services
· Medical Services
· Moving Services
· Narcotics, Prescription Drugs and Controlled Substances
· Office Supplies – traditional office supplies must be purchased from Today’s Business Solutions. An example listing of traditional office supplies can be found here.
· Parking
· Patent Royalty Fees
· Personal Items
· Personal Services
· Photography and Videographer Services
· Professional Services within the scope of the practice, as defined by state law of:
o accounting
o architecture
o landscape architecture
o land surveying
o medicine
o optometry
o professional engineering
o real estate appraising
o professional nursing
o interior design
· Precious Metals
· Protection Plans
· Radioactive Materials
· Regalia
· Rental of Individual Items exceeding $100 per item. The total transaction cost may not exceed$500.
· Rental of Storage Containers
· Rental of Vehicles
· Repair of Computer Equipment that cannot be performed by UT Campus Computer Store.
· Repair of University Property that doesn’t fall under the scope of work performed by facility services.
· Restaurants
· Security Services
· Sensitive Information – Applies to items considered Confidential, Proprietary or a Liability to the University.
· Social Club Dues
· High-Risk Technology and Software that collectively exceeds one (1) year and/or has a total license value of more than $5,000.
· Sponsorships
· Telecommunication Services
· Towing
· Trademark and Licensing
· Trade-in Equipment
· Transcription Services
· Travel and Travel Related Items
· Tuition
· TX Tags and toll roads
· Vehicles, Vehicle Rentals and associated vehicle related costs
· Veterinarian Services
When to Cancel a ProCard
When a Cardholder no longer needs a card, the ProCard must be canceled. Reasons for this include (but are not limited to) the following:
Changing duties.
Separation from the University.
Changing units.
Taking a leave of absence.
Passing away.
A ProCard can be removed from use through the following means:
Cancellation: Completed routinely. During these instances, the individual is eligible to re-apply to the ProCard program.
Closure: During instances of confirmed fraud, the card is closed but the line of credit is retained.
Termination: A consequence of misuse that results from action taken against the Cardholder. During instances of termination, the individual is no longer eligible for the ProCard Program.
This section applies only to the cancellation of a card. For information regarding the termination of a ProCard as it relates to misuse and actions taken against a Cardholder, see the Consequences section. For information regarding closed accounts or how to proceed during instances of Fraud, see the Reporting Requirements section.
Canceling a ProCard
If a ProCard needs to be canceled, the ProCard Cancellation Acknowledgement Form must be signed by the appropriate parties and submitted to the Central ProCard Office. The completed form must designate an individual who will maintain the documentation, as well as have the documentation imaged.
Destroying a Canceled ProCard
Canceled ProCards must be physically destroyed or returned to the ProCard Administrator.