Acceptable Purchases

All purchases must be made in accordance with the State of Texas and Federal applicable statutes and regulations, the State Comptroller's rules, and Texas Woman’s University rules. 

The PCard can be used for many various purchases. Examples are listed in the Allowable Purchases Form. Exceptions may apply. 

Advertising/Social Media
  • All advertising, banners, flyers, and other materials created to promote university-related events and activities must be approved by the Marketing & Creative Services team prior to distribution. Email your item to marcomdesign@twu.edu and allow three days for review and approval. 
    • An email of approval from Marketing is required for reconciliation.
  • Social media ads, including sponsored or boosted posts on Facebook and LinkedIn, are considered a form of advertising. Please contact Marketing & Communications at socialmedia@twu.edu for guidance and approvals of all social media ads prior to using a university PCard for these purchases. 
    • An email of approval from Marketing is required for reconciliation.
Food Purchases
  • State Funds: State funds can only purchase food used directly for research purposes and must be documented on the reconciliation. 
  • Local Funds: All consumable food purchases must be documented with itemized receipts. 
  • Business Meal: A business meal can be defined as food purchased while attending a meeting with colleagues or other business associates. Tips are allowed but should not exceed 20%. The IRS requires "who, what, when, where and why" documentation for business meals. Business meals are only allowable if the meal is for the advancement of the educational function of TWU and falls within one of the categories below: 
    • The recognition of academic, athletic, scholarship or service to TWU.
    • The promotion or communication of intellectual events and activities.
    • The support of university-sponsored student events and activities.
    • The recruitment of faculty, staff and students.
    • The promotion or exchange of ideas with community leaders regarding TWU.
    • The assistance of Regents, accrediting agencies or officials from other Universities.
    • The educational training of faculty and/or staff.

Payment for business meals is not allowed using appropriated money (10 account). 

Furniture 
  • All furniture purchases must conform to TWU standards and must have approval from Facilities. The PCardholder must obtain an email of approval from Facilities prior to making any charge for furniture. The email of approval is required for the monthly expense report reconciliation. 
Job Listings 
  • All requests for job postings must be approved by Human Resources. Obtain an approval email from Human Resources prior to purchasing any job placement ads. The approval email must be uploaded to Concur with the monthly expense reconciliation. 
Maintenance and Repairs
  • All purchases must be for a service or the cost of an actual repair, not maintenance agreements. 
Memberships and Dues 
  • Memberships (new and renewal) should be purchased using a University PCard if: 
    • membership to the organization has been approved by the VP for Finance and Administration AND
    • the cost of membership is less than the designated PCard single purchase threshold
  • A membership must be approved through the office of Finance and Administration by using the Membership and Dues Approval form. If approved, and the cost of the membership is less than the designated PCard single purchase threshold, you may purchase the membership on the PCard. You must upload the approved Membership and Dues Approval form along with the paid receipt when you reconcile your PCard.
Office Supplies 
Printing Services 
  • Only contracted vendors should be utilized for printing services regardless of the method of purchasing — i.e., purchase order and/or PCard. Should circumstances arise that would call for use of a non-contract vendor, prior written approval from Procurement and Contract Services would be required. Contracted vendors and contact information can be found under Special Procurements on the Procurement Services website. 
Promotional Items 
  • Only contracted vendors should be utilized for promotional orders regardless of the method of purchasing — i.e., purchase order and/or PCard. Should circumstances arise that would call for use of a non-contract vendor, prior written approval from Procurement and Contract Services would be required. Contracted vendors and contact information can be found under Special Procurements on the Procurement Services website. 
Registrations 
  • Registration fees for seminars, conferences or events may be paid for on the PCard if no travel is requiredThe dates of the function, location of the event, and name of the person attending must be included with the PCard documentation. If the event is in-person, and requires travel, the registration should be charged on the traveler's TWU Travel Card.
  • A cardholder may not pay registration fees for multiple employees who are attending the same seminar, conference or event if the total exceeds the single transaction limit. 
Technology Purchases 
  • Most IT-related purchases are restricted on the PCard. Refer to the restricted items list and ask the CCSA for clarification prior to making any purchase. If the item is not on the restricted list, be sure to obtain approval from IT Solutions prior to making any technology purchase. Click here for a complete list of pre-approved IT purchases. The approval email is required for the monthly expense report reconciliation. 
  • The following items are considered Controlled Assets if they have a unit cost of $500 or more and must be properly tagged and tracked. These items must be processed in iProcurement
    • Video Cameras (excluding GoPros)
    • Cameras (including drones)
    • Computers/laptops
    • Projectors
    • Video recorder/player (TV, VCR, DVD, Camcorder)
    • Stereo systems
    • Desktop Printers

 

Page last updated 3:32 PM, September 25, 2021