The Purchasing Card program was designed to simplify small dollar purchasing needs. The information on this page will provide you with an understanding of the purchasing card program policy and guidelines. Topics are listed in alphabetical order. Printer-friendly PCard Guide
1.2 Key Roles
There are four key roles in the PCard Program:
1.3 Application Guidelines
The Cardholder, Reconciler, Approver (or alternate Approver) must participate in initial training and in annual refresher training. All training is offered online through Blackboard Learn and is available 24 hours per day 7 days a week. A quiz will be administered after the initial training and refresher training to ensure knowledge and understanding of policies and procedures of the PCard program. Passing of the quiz is required in order to retain PCard privileges.
2.1 Guidelines & Procedures
All purchases must be in accordance with established state and federal laws, UNT System regulations, university policies, and purchasing guidelines. Each Cardholder, Reconciler, and Approver is responsible for compliance.
The typical control limits are:
2.1.2 Allowable Use
2.1.3 Restricted Use
The Approver may request an exception prior to purchasing from a restricted vendor or purchasing restricted items by submitting the Exceptions Request Form. The form is located in the Forms Library. This form must include the name of the item or the restricted vendor, estimated total cost and business reason as to why the exception is being requested.
All supporting documentation related to each transaction must be retained in accordance with the Records Retention Schedule.
It is the Cardholder’s responsibility to ensure receipt of goods and to follow up with vendors to resolve any delivery problems, discrepancies, and/or disputes regarding damaged goods. Cardholders may review transaction information using the Bank’s online system. A description of the item returned, credited, or disputed must be noted in the description or comment area in the Bank’s online system. The following actions should take place for each of the transactions.
2.1.7 Funding Considerations
2.1.9 Purchasing Considerations
2.2 Fraud Procedures
The following delegation of roles must be followed in order to maintain checks and balances:
If there is a change in the Approver or Reconciler, the department must submit a PCard Assignment Form. The form is located in the Forms Library.
Each Approver is responsible for the following:
Each Cardholder is responsible for the following:
NOTE: Proper use of the Procurement Card will not adversely affect the Cardholder’s personal credit however; each Cardholder is personally liable for all fraudulent and/or unauthorized charges as reflected in the Liabilities Requirements. (See Section 3.3) Cardholders will be responsible for reimbursing the PCard Program for personal purchases.
Each Reconciler is responsible for the following:
3.2 Post Transaction Reviews
The PCard Program Coordinator will perform routine reviews of randomly selected transactions and PCard accounts. The objective of the review will be to determine compliance with the PCard Program Guide and record keeping requirements. Routine reviews and/or audits will be conducted and/or Internal Audit, respectively, throughout the year. The reviews will include requests for reports and all backup documentation to be emailed to the PCard team, and/or reviewed on site at the department. Notification will be sent to the cardholder, the Reconciler and the Approver at least 3 days prior to the scheduled review.
A report of all findings will be prepared after the review and emailed to the Cardholder, Reconciler, Approver and Internal Audit. Other university administrators may also be informed depending on the severity of the findings.
3.3 Liability Requirements
A Cardholder making a personal purchase will be held personally liable to reimburse the University for the purchase. Lost or stolen cards shall be reported to the Bank and the PCard Program Coordinator immediately.
3.4 Program Noncompliance
Sanctions provide an approved framework to address program violations. Non-adherence to these guidelines will result in a notification of infraction; temporary revocation of individual cardholder privileges or permanent revocation of the card. The PCard must never be used to purchase items for personal use or for non-University purposes even if the Cardholder intends to reimburse the University.
Examples of failure to comply with program guidelines include, but are not limited, to the following:
Level One Sanction - Notification
An email notification outlining infraction(s) will be sent to the Cardholder, Reconciler, Approver, Dean, Vice-President, and Internal Audit, as appropriate. The cardholder will be required to make changes to become compliant and a follow-up review will be completed within 90 days.
Examples of a level one sanctions for first time occurrences include, but are not limited to:
Level Two Sanction - Suspension
Cardholder privileges will be suspended for at least thirty (30) days from the date that the sanction was issued, and successful online training must be completed before suspension is lifted. A follow-up review will be completed within 90 days. Future infractions of the same nature within a fiscal year or in consecutive reviews/audits will result in a higher level sanction being issued.
Examples of a level two sanction for first time occurrences include, but are not limited to:
Level Three Sanction - Account Closure
The PCard account will be closed, which may include the Cardholder no longer being eligible to obtain a PCard through the University. Level three sanctions are typically a result of multiple instances of lower level sanctions found in consecutive reviews/audits or within the same fiscal year.
NOTE: Personal use of the PCard is always considered a major work-rule violation and the employee will be subject to disciplinary action, including termination and possible criminal prosecution. Full restitution to the University will be required immediately for any personal purchase once discovered by the Cardholder, Reconciler, Approver, the Business Support Services and/or Internal Audit.
4.1 Questions & Assistance
Find our website at https://www.untsystem.edu/purchasing-card
Contact a Customer Care Expert at the Business Service Center by calling:
940.369.5500 or 855.868.4357 (Toll-Free)
Via email at firstname.lastname@example.org
4.2 Activate a PCard
Call the number on the back of the PCard at 800.248.4553 (Toll-Free).
4.3 Lost or Stolen Card
Citibank Customer Service: 800.248.4553 (Toll-Free)
PCard Program Coordinator: 940.369.5500 or 855.868.4357 (Toll-Free)
4.4 Disputing Transactions
Citibank Customer Service: 800.248.4553 (Toll-Free)
4.5 Reporting Fraudulent Use
Internal Audit or a PCard Program Coordinator
Appendix A - Acceptable Purchase Examples
All purchases must be made in accordance with the applicable state and federal laws, UNT System regulations, University policies, and the PCard Program Guidelines.
Appendix B - Restricted Vendors
According to the State of Texas Comptroller of Public Accounts’ contract with the Bank, there are certain vendors who are considered restricted merchants due to the merchant category code (MCC) assigned by the banking institution. These vendors are considered by the state as “restricted vendors”. Requests for an Exception to purchase with these vendors may be denied.
Appendix C - Restricted Items
The PCard may not be used for the following purchases unless an Exception has been requested by the Approver and authorized prior to the purchase of the good or service for your department, through the Exception Request Form process.
Appendix D - Forms
PCard Training Agreement Form