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. 

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Restricted Purchases

Alcoholic Beverages5

 

Hazardous materials (biohazards, radioactive materials, controlled substances, including helium, drugs, alcohol and tobacco)4

Animals (live)

Insurance of any type (does not apply to equipment warranties)

Automotive Fuel

Laptop computers, iPads, or other tablet PC’s

Beauty shops, spas, massage businesses

Leases and/or rentals of storage spaces2

Car, bus, vehicle, etc. (rentals)

Medical services (doctors, clinics, etc.)2

Cash advances

Memberships to Costco, Sam’s Club, and individual Amazon Prime

Cellular telephone equipment & services (e.g. iPhone)2 

Parking permits (TWU)

Charitable donations/contributions/pledges (e.g. Susan B. Komen, TWU organizations)

Payment to a TWU employee or TWU student for any reason

Computer monitors3

Payment to other internal TWU departments (excluding TWU bookstore & Chartwells)

Computer office equipment (e.g. printers, fax, copiers, scanner)3

Personal items (for yourself, TWU employees or others)

Contractual/individual services (or signing the agreement to any terms and conditions)2

Professional services (e.g. accounting, architect, engineering, etc.)

Controlled substances-prescription drugs

Postage (excluding shipping e.g. UPS, FedEx)

Decorative items (personal)

Software, web applications & cloud services3

Desktop computers

Transportation (rental cars, charter buses, taxi, rideshare, etc.)

Fines/late fees/penalties/parking citations

Travel (hotel, food, airfare, car rental, parking, charter buses, etc.)

Furniture (e.g. file cabinets, chairs, desks, etc.)1

Utilities (phone, electric, water, gas, cable, etc.)

Gift cards/gift certificates2

Weapons, ammunition, explosives, fireworks

Venmo transactions

 

1 except with an email of compliance from Planning and Design Services

2 exceptions may apply

3 except 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

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

  • 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 Cash Receipts Deposit Transmittal Form (found on Bursar’s web page) with the required information. 
  • When preparing the “Cash Receipts Deposit Transmittal Form”, please be sure to apply the reimbursement to account number 11.000.00.0000.2012.00000000 when reconciling the original PCard charge. You can find this information in Concur by following these instructions. 
  • Submit the Cash Receipts Deposit Transmittal Form to the Bursar's Office 
  • Submit all paperwork associated with this transaction (copy of Cash Receipts Deposit Transmittal Form & original receipt from the vendor) to concur@twu.edu. 

Page last updated 6:07 PM, January 5, 2023 

Procurement and Contract Services

Support Annex, 1st Floor
940.898.3535 or 81-3535
procure@twu.edu