Cards will be available for pick-up beginning June 6th in the Procurement office, Drane Hall, Room 350. A departmental representative may pick up and sign for cards for their areas; however, the JP Morgan Chase card will need to be turned in at the time. The Citibank Procurement Card may be activated as soon as it is picked up. To pick up cards, the representative should email email@example.com at least one hour prior to pick up time so that the cards will be ready. Each card will have to have a Texas Tech University Procurement Card Program Cardholder Agreement for Existing Cardholders form signed by the cardholder and reconciler in order to be picked up. The form is available at http://www.depts.ttu.edu/procurement/pcard/pcardforms.asp under PCard Pickup Form for Existing Cardholders.
You may begin using your CitiBank Procurement Card as soon as you activate it by calling CitiBank Customer Service 1-800-248-4553. Verification will be the last four digits of your social security number.
Existing cardholders are not required to attend the CitiBank training; however, it is encouraged. Training materials will be available for cardholders that elect not to attend a training class. Each cardholder will be required to take an online, annual training class beginning in Spring of 2012.
The Reconciler/Cardholder class is mandatory for all reconcilers. Reconcilers will also be required to take a Procure-to-Pay class by October 1st if they have not already done so. Please contact firstname.lastname@example.org (
)to register for a Procure to Pay class.
Training classes will be available to cardholders and reconcilers starting the week of May 31st and continue throughout the summer. Registration is available through the AFISM website at: http://www.depts.ttu.edu/afism/AFISMClassRegistration/ClassRegistration.aspx.Training materials will be available for cardholders that elect not to attend a Citibank pcard training class. The Reconciler/Cardholder class is mandatory for all reconcilers. Reconcilers will also be required to take a Procure to Pay class by October 1st if they have not already done so. Please contact Jennifer Adling(
) to register for a Procure to Pay class. Each cardholder will be required to take an online, annual training class beginning in Spring of 2012.
There was a committee developed to evaluate the policies of TTU and several other Universities. In light of budget cuts, it was believed to be in the best interest to control spend. When departments utilize a pcard (for example just walk into Home Depot), they are paying retail prices and not getting the discounts that are available. By utilizing PO’s, we can assist with getting contract pricing. Please remember that Blanket and Standing orders are options for vendors also (if you keep buying the same thing from a vendor throughout the year). Email email@example.com if you have questions on contract pricing or setting up blanket/standing orders.
Purchases against the PCard posted on or before August 19, 2011 (posted by either J P Morgan Chase orCitibank and listed on your 8/19/2011 cardholder statement or expense report) will be charged against FY11 funds. Any transaction not listed on this statement (period ending 8/19/2011) will be processed against FY12 funds. Reconciliations and supporting documentation for the August 19, 2011 statement are due to the Procurement Card Office by August 29, 2011.