Important Points of the PCard Program

The following important points should be reviewed before using the PCard:

  • A PCard is issued in either your name or the department’s name. All purchases made on the Individual PCard must be made by you, the cardholder. Purchases made on the Department PCard can be made by the primary reconciler or an authorized user with proper documentation. The cardholder is responsible for the security of the PCard and the transactions made with it. If you do not follow the guidelines dictated in this manual when using the PCard, you may receive disciplinary action.
  • The PCard may be used with most suppliers that accept MasterCard and are not on hold with the state of Texas. It may be used for purchases in-store, by phone, or online. Some in-store purchases may require inputting your chosen PIN.
  • The PCard may be used to purchase supplies within delegated limits.
  • Prior to making a charge you MUST seek written approval for applicable expenses for Human Resources (job listings), Marketing and Communications (advertising/social media), Information Technology (technology purchases), and Facilities (furniture).
  • Monthly reconciliation of charges is required to ensure all charges are accounted for and accurate. Online approval and supporting documentation (receipts, vendor hold check, etc.) must be completed in Concur by the 13th of each month. If the 13th falls on a weekend or a holiday, documentation must be completed by the preceding business day. Documentation received after the deadline may result in a 30 day suspension for the first offense. 
  • The PCard is not intended to avoid or bypass appropriate procurement or payment regulations and procedures. This program complements the existing processes available; it does not replace them.
  • The PCard is NOT for personal use.
  • All orders must be shipped to a TWU address.*
  • Individual PCards must be canceled immediately upon separation or termination of employment. The employee and the department head are both responsible for immediately notifying Procurement Services of the employee’s separation/termination. The departing employee must submit a request in Concur to cancel/suspend their card prior to their last day of employment. The cardholder must also reconcile all charges prior to departing from the university. The employee or supervisor will shred/destroy the Individual PCard.
  • Department PCards: upon separation or termination of employment, the primary reconciler or their supervisor must submit a Request in Concur to assign the PCard to another primary reconciler.
  • In the event an employee no longer needs their individual PCard due to a job status change, even in the same job position, the employee will submit a card change request in Concur to cancel the card. 
  • When an employee transfers to another department, they can take their current individual PCard with them. Contact so department information can be updated.
  • Cardholders must attend training workshops for purchasing guidelines, appropriate card use, and online reconciliation procedures. Training records will be maintained in Procurement Services.
  • All cardholders will attend refresher training when a new card is issued due to fraudulent activities, card expiration, card suspension, or once a year, whichever comes first.

*Some exceptions may apply with pre-approval from the Credit Card Services Administrator.

Page last updated 3:59 PM, February 6, 2024