Purpose

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.

ProCard Application and Issuance

1. Read all sections of HBP 7.8. The Procurement Card Program and sections titled - Cardholder Responsibilities, Monthly Reconciliation, and DMS Deadlines - on this page.
2. Obtain approval from Dell Med Finance via email
   1. Your domain / department head should be aware of the request prior to the ask of Finance
   2. Include the following details in the email – your role, departmental volume of transactions, and the reason for the need
   3. General rule – only one ProCard is approved for each department
3. A decision is communicated via email by DMS Finance
4. If approved, register for training in UTLearn
5. After training has been completed, fill out the ProCard application
   1. Go to ProCard Management Home -> Submit a new procard application -> fill out the fields with the following information:
      1. Card Manager EID: salasnl (for Norma Salas)
         
      2. Reconciler 1 EID: murphyjc (For Jenny Murphy)
      3. Department Manager/Designee EID: [DOA's EID]
         
6. Once application is processed by the ProCard Office, you will be contacted to make arrangements for pick up.
7. When you have your ProCard in your hands, email Dell Med Finance with the last 4-digits of your card and request to be added to the ProCard Holder's email list.

For more information, refer to HBP 7.8.2 ProCard Application and Issuance Process.

Cardholder Responsibilities

Cards are issued to an individual employee and not to a unit or other cardholder group. The employee listed on the card has sole responsibility for the control and use of the card. As the cardholder, you are responsible for:

• Taking annual compliance training - sign up for the ProCard Training Session in UTLearn
• Appropriate Conduct with ProCard
• ProCard Usage
• Reviewing and submitting documentation for each transaction that occurred during the designated billing cycle period
• Reporting Requirements for Misuse
• Consequences of Misuse
• ProCard Cancellation
• Retaining records (3 fiscal years + current fiscal year)
• Monthly Reconciliation - see below

Monthly Reconciliation

1. Download your monthly ProCard statement for reconciliation - instructions - the day after the End Cycle Date.*
2. Complete a ProCard log (required info per transaction = account number and description of purchase) and gather all receipts/supporting documentation for the transactions on your statement only.
3. Two files should be uploaded to UPLOAD - Dept ProCard Reconciliation by Dell Med deadlines below - 1. ProCard Log, 2. PDF of all receipts/supporting documentation

*As a courtesy, Dell Finance will send a monthly reconciliation notification email once the VP7 docs are created. Do not wait until this email to start your reconciliation or upload your files.

Tips:

1. Get Organized! Start early! Plan ahead (especially if you will be OOO)!
2. ProCard Checklist
3. The total amount of your statement must equal the amount listed in the Dell Finance monthly email.

Dell Med Deadlines

CitiDirect Global Card Management System (GCMS) - online account

Citibank offers an option for digital banking that assist the cardholder or any card managers a simple way to verify and track transactions.

1. Cardholder may go through the self registration process using the Citibank ProCard Cheat Sheet
2. If you run into any issues, contact the ProCard Team
3. If additional staff need access to a cardholder’s account, contact the ProCard Team to request access.
   1. Do not share login information.

ProCard Spending Limit Increase Requests & Exception Requests

Go to ProCard Management Home ->Submit a request/report -> Exception Request

Resources

HBP 7.8 The Procurement Card Program

UT ProCard Website

Procurement/Procard Training Presentation - 08/27/19

ProCard Checklist

ProCard Disallowed List

VT6 IDT Correction Document Instructions