Restricted PCard Purchases

The State of Texas restricts certain purchases on PCards. Cardholders that purchase restricted items may be subject to disciplinary action. It is the cardholder’s responsibility to be aware of the rules governing restricted purchases. If you have a question about what is considered a restricted purchase, please contact the Credit Card Services Administrator BEFORE you make the purchase, ccservices@twu.edu.

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Restricted Purchases
Alcoholic Beverages⁵	Decorative items (personal)	Payment to a TWU employee or TWU student for any reason
Animals (live)	Desktop computers	Payment to other internal TWU departments (excluding TWU bookstore & Chartwells)
Automotive Fuel	Fines/late fees/penalties/parking citations	Personal items (for yourself, TWU employees or others)
Beauty shops, spas, massage businesses	Furniture (e.g. file cabinets, chairs, desks, etc.)¹	Postage (excluding shipping e.g. UPS, FedEx)
Car, bus, vehicle, etc. (rentals)	Gift cards/gift certificates	Professional services (e.g. accounting, architect, engineering, etc.)
Cash advances	Hazardous materials (biohazards, radioactive materials, controlled substances, including helium, drugs, alcohol and tobacco)⁴	Software, web applications & cloud services³
Cellular telephone equipment & services (e.g. iPhone) must be purchased on a PO after pre-approval from CFO and VP. https://twu.edu/university-policy/university-regulations-procedures/	Insurance of any type (does not apply to equipment warranties)	Transportation (rental cars, charter buses, taxi, rideshare, valet services, etc.)
Charitable donations/contributions/pledges (e.g. Susan B. Komen, TWU organizations)	Laptop computers, iPads, or other tablet PC’s	Travel (hotel, food, airfare, car rental, parking, charter buses, etc.)
Computer monitors³	Leases and/or rentals of storage spaces²	Utilities (phone, electric, water, gas, cable, etc.)
Computer office equipment (e.g. printers, fax, copiers, scanner)³	Medical services (doctors, clinics, etc.)²	Venmo transactions
Contractual/individual services (or signing the agreement to any terms and conditions)²	Memberships to Costco, Sam’s Club, and individual Amazon Prime	Weapons, ammunition, explosives, fireworks²
Controlled substances-prescription drugs	Parking permits (TWU)

¹except with an approved Project Information Form (PIF) from FMC Project Management. Total purchase must be less than PCard single transaction limit.

² exceptions may apply with prior approval from the Credit Card Services Administrator.

³except with an email of compliance from IT Solutions.

⁴ Hazardous chemicals are defined as any chemical with the following information on the label: Explosive, Flammable, Oxidizer, Corrosive, or Poison, and with either a flammability, health, or reactivity designation factor above level one.

⁵ permitted in accordance with gift agreement guidelines with written pre-approval from the account approver.

The PCard MUST NOT BE USED for the below items when the single unit value is $500 or more:

Video Cameras (excluding GoPros)
Cameras
Data projectors
DVD players
Sound Systems
Televisions

Restricted Items Purchase Reimbursement Process

In order to properly reimburse TWU for a Restricted Items PCard purchase, please follow the steps below:

Complete the Reimbursement for Personal or Non-Reimbursable Expenses Transmittal Form (found under PCard Program) with the required information.
When preparing the form, be sure to apply the reimbursement to account number (chart string) 111.00000.00000.12012.000.0000000000 when reconciling the original PCard charge.
Submit the completed form and payment to the Bursar's Office for processing.

Submit all paperwork associated with this transaction (copy of the processed payment form & original receipt from the supplier) to concur@twu.edu.

Page last updated 3:33 PM, December 12, 2024

Restricted PCard Purchases

Restricted Purchases

The PCard MUST NOT BE USED for the below items when the single unit value is $500 or more:

Restricted Items Purchase Reimbursement Process