PCard Program Glossary of Terms

Approver: Reviews and approves the transactions in Concur. Verifies the cardholder followed procedures, including the single-transaction limit, and used the correct charge account number. They also will verify whether funds are available in the charge account.

Authorized User (Department PCard only): An individual who has permission to check out and utilize a Department Card.

Cardholder: The person whose name appears on the individual PCard.

Cardholder Agreement: The agreement outlining the responsibilities of PCard use. It must be signed by all people receiving a PCard.

Concur: A secure web-based credit card management tool available to cardholders and approvers. The website allows editing and allocation of transactions to specific accounts, transaction review, transaction approval by approvers and management of transactions.

Disputed Charges: If a cardholder finds a discrepancy on a monthly statement, the cardholder should contact the supplier and attempt to resolve the problem directly.

  • If a Cardholder cannot resolve a disputed item directly with the supplier, the cardholder should contact Citibank at 1-800-248-4553.
  • The cardholder must submit a dispute within 10 days from the end of a billing cycle in which the questioned transaction occurs.

Fraudulent Transactions/Compromised Cards: PCards that have unauthorized activity requiring them to be cancelled and a new card issued.

Historically Underutilized Business (HUB): Minority, woman and/or service-disabled veteran owned businesses. Cardholders are strongly encouraged to make credit card purchases from certified HUBs as defined in Texas Government Code 2161.001. These purchases are tracked and monitored.

Itemized Invoice/Receipt/Documentation: A merchant-produced document showing the relevant details for each item purchased including quantities, amounts, descriptions of what was purchased, the total charge amount, and the merchant's name and address (e.g. sales receipt, original invoice, packing slip, credit receipt, etc.)

Merchant Category Codes (MCC): Determines types of suppliers where cards can be used. This code identifies the primary goods or services provided by the merchant. Please note that many suppliers who operate within acceptable Merchant Category Codes may sell some items that are restricted from purchase with the PCard. Just because the supplier sells it does not mean the Cardholder can buy it. Please see the Prohibited Merchant Category Codes.

Monthly Spending Limit: The maximum amount of available money a cardholder can spend within one reporting cycle on their PCard. This limit may fluctuate based on cardholder needs as determined by the Credit Card Services Administrator.

Reconciliation Due Date: The 13th of each month. The day by which all reconciliation information and receipts for the reporting cycle must be entered and uploaded into Concur.

Reconciliation: In Concur the cardholder (or reconciler for a department PCard) will select expense types for items that were purchased, allocate to the appropriate account number (chart string), attach vendor hold verification and receipts. It is also possible to allocate an individual charge to multiple accounts (chart strings) or to itemize it to different expense types.

Reporting Cycle: The monthly billing cycle which starts on the 4th of every month and ends on the 3rd of each month.

Single Transaction Limit: The maximum amount of money a cardholder can spend in one transaction. The Single Transaction Limit varies across the University, however the default limit is $3,500. A single transaction may include multiple items but cannot exceed a total cost of the assigned single transaction limit. Departments may establish lower or higher limits for certain cardholders.

Split Purchase: The total amount of any individual purchase cannot exceed the Cardholder's single transaction limit. A “split purchase” is the intentional splitting of a purchase such that the total amount of the transaction remains under the Cardholder’s single transaction limit. Split purchases are not allowed.  

TWU Procurement Card (PCard): A MasterCard-sponsored credit card issued to an approved TWU employee or department in the form of Individual PCards and Department PCards. These cards are for making authorized purchases on the University's behalf. Using the PCard eliminates the need for supplier set up, entering requisitions, and requesting reimbursements.

Vendor in Good Standing: Per the Texas Government Code (section 403.055), state agencies are not allowed to do business with or make payments to entities that are on “warrant hold” (also called “credit hold” or “vendor hold”) with the State of Texas until the reason for the hold is resolved and the hold is lifted. As a Cardholder, you are REQUIRED to research the vendor’s hold status before making any PCard purchase of $500 or more by visiting the Texas Comptroller of Public Accounts Vendor Hold Search Site.  

Violation Period: Six months from the first notification email for non-compliance.

Page last updated 3:07 PM, February 22, 2024