Making a Purchase Using a PCard

To know if a purchase is allowable on a PCard, please refer to the following resources:

1. Expenditure Allowability Matrix
2. PCard: Restricted Items, Mandatory Contracts & Policy Violations

• Software Exception Request: Select this option when purchasing or licensing software from a U.S.-based vendor that is developed and distributed within the United States. 
• Foreign PCard Purchase Request: Select this option when you are using a PCard to purchase any product or service directly from a foreign entity, excluding software. If the foreign purchase is software, please choose Foreign Software Exception Request.
• Foreign Software Exception Request: Select this option when you are purchasing or licensing software that is developed outside the United States, where the vendor or developer is foreign-owned or based internationally, even if the software is purchased through a U.S.-based reseller.

• single purchase -$5,000
• monthly limit for individual cards - $10,000
• monthly limit for department cards - $15,000

We are seeing an increase in USBank placing cards on fraud watch or lock due to too many purchase attempts. If you try a purchase and it declines, please do not retry more than 2-3 times, as this will place the card on fraud watch and will not allow any charges. The cardholder will have to call USBank to validate their information and remove the fraud watch 

• Cardholder – A TTU or TTUS employee who has a Procurement Card issued in their name, also known as the Expense Owner
• Approver – An approver is selected by the cardholder or delegate when an expense report is created. Cardholders are unable to approve their own expense report. An approver must be of a higher level of authority than the cardholder or the individual checking out a department card.
• Delegates (formerly reconcilers) – An Emburse user who can create expense reports for a cardholder and access the cardholder’s settings menu, home screen, and inquiry reports. Delegates will receive copies of any email notifications regarding rejection or adjustment of expense reports created for the expense owner; however, the delegate will not be able to approve PCard expenses routed to the expense owner. Expense owners assign their own delegates. Department card delegates will be assigned by the TTU PCard Office.

• Is this foreign? - PCard Purchase Exception Form
• Is this software? - PCard Purchase Exception Form
• Food and/or alcohol? - Food Form (Substantiation of Food and Beverage Expenditures)
• Paying research participants? - Recipient Information

• Emailing Receipts:
  • Use the Snap and Send feature to quickly load Receipt images to the User’s eWallet. The User can take a photo of one or more Receipts and email them to receipt@ca1.chromeriver.com. The Receipts will then be available within the User’s Receipt
    Gallery. Use the ttu.edu email account that is registered with or add additional
    email addresses via the Preferences menu.
• Emailing Receipts to Another User’s eWallet:
  • Enter the Cardholder’s ttu.edu email address in the subject line of the email and mail to receipt@ca1.chromeriver.com. The sender must be a TTU/TTUS employee and have the email address they are sending from stored in .
• Emailing Receipts to a Department Card’s eWallet:
  • Enter the Department Card’s email address (assigned by the TTU PCard Office) in the subject line of the email and mail it to receipt@ca1.chromeriver.com. The sender must be a TTU/TTUS employee and use their ttu.edu email address. 

• Please attach any other relevant documents to support the transaction
  • Examples:
    • Image of engraved award
    • Copy of the advertisement
    • Copies of approvals from mother departments such as Tax, EH&S, etc.

• Please ensure that you open packages upon receiving them to check that everything is correct as ordered and/or damaged.
• The dispute period is 60 days from the purchase date

• Click on your name in the upper right-hand corner of the Home Page and then
  Click on Settings.
• Previously Assigned Delegates will be listed. Click on Add New Delegates.
• Click on Delegate Settings
• Previously Assigned Delegates will be listed. Click on Add New Delegates. 
• Begin entering the user’s name, R number, or email address. As you type, the search results will
  narrow. Choose the appropriate Delegate. Once a Delegate is selected, they will have full
  access to your dashboard.
• Deleting a Delegate - To remove a Delegate, select the X next to the person’s name under My Delegates from the Settings >> My Delegates menu.

• Report Name: Cardholder Name + Last Day of Reporting Period
  
  • Example: Stephanie White 10-03-2020
• Report Type: select Procurement Card
• Start/End Date: enter Reporting Period Dates
• Chart: Select the appropriate chart
  
  • NOTE: Multiple Expense Reports will need to be submitted in the event that the delegate needs to allocate to more than one Banner chart.
• Approver: manually select the Approver. Search by typing in the Approver’s name or R number.
  
  • Select an organization's financial manager, approver, or supervisor.
  • A Cardholder cannot approve their own Expense Report. The supervisor of
    the Cardholder must be selected for approval.
• Fiscal Year: Only the current fiscal year option is available.
  
  • There will be a window at the fiscal year-end to select the current or future fiscal
    year.
• Click on Save

• Once the Expense Report Header is completed, the pending card feed transactions will be listed from the eWallet.
• Click on Sort to sort by date, amount, merchant, or statement date (posting date).
• Users also have the option to view merged Items, card feeds, and Receipts that have merged together.
• Click on the vendor arrow next to the vendor name on the card feed transactions for the transaction date, statement (posting) date, merchant information, last 4 digits of the PCard number, and merchant category code (MCC).
• Select the card feed that you wish to reconcile by dragging the transaction to the left and dropping it in the Create New Line Item section.
  • Or, users may select the card feed they wish to reconcile by checking the box above the amount and clicking the Add button.
• Once the transaction is added to the Expense Report, you will be prompted to select a valid expense type from the Main Category:
  • Food and Entertainment
  • Dues/Fees
  • Equipment/Supplies
  • Services
  • Books/Subscriptions
  • Miscellaneous
• Select the appropriate Expense Type under the main categories.

• The user can take a photo of one or more Receipts and email them to receipt@ca1.chromeriver.com. The Receipts will then be available within the User’s Receipt Gallery. 
• Using the mobile app

If a contract is required, Purchases must not be made until the contract is approved.

Contracts are required if:

• Terms and conditions are attached or linked
• Signature is required or must be acknowledged or accepted (click-through)

If a contract is required, what do YOU need to do?

• Submit the contract and a completed Contract Routing Sheet (CRS) to contracting@ttu.edu
• Notes:
  • If you indicate that a contract is required on the PCard Exception Form, you are responsible for promptly submitting the Contract Routing Sheet to prevent your request from being delayed.
    • If you are unsure if you have indicated that a contract is required, please check the Pending Forms Dashboard. If the "ContractReview" column says "Needed," you have indicated that a contract is required. The exception request cannot be completed until the CRS and contract have been routed and approved.
      
      
  • If the contract terms and Contract Routing Sheet are not emailed to contracting@ttu.edu, then your contract will never enter the Contracting team's queue for review.

A legally binding written agreement is executed between the system or an institution and a third party in which the parties agree to perform in accordance with the obligations.

Contracts include, but are not limited to:

• Letter Agreements
• Cooperative Agreements
• Memorandums of Understanding (MOU)
• Interagency and Inter-local Contacts
• Easements
• Licenses and Leases
• Purchase Orders (Chapter 07 Regents Rules) - Note: Negotiated contract terms will trump PO terms

Anything that links to additional binding terms and conditions (indemnification, liability, state of TX laws).

The BOR has delegated contract signature authority to the President (TTU contracts) and the Chancellor (TTUS contracts).

• Contracts less than $1,000,000 may be signed by The System or TTU CFOs.
• Contracts less than $100,000 may be signed by the Assistant Vice President & Chief Procurement Officer
• Contracts less than $25,000 and considered low-risk may be signed by: The Managing Director of Contract Management and Strategic Acquisitions.

• Standard, Low-Risk Agreement 2-3 weeks
• Technology Agreement - Add 2-4 weeks
• Requires Board of Regents (BOR) Approval – Add 6-8 weeks
  
  • Note: The BOR only meets four times per year. These contracts cannot be executed until the BOR approves them.
• Requires OGC Review- Add 2-3 weeks
• Foreign Vendor – Add 2-4 weeks
  

**July, August, September, and December are high-peak times and require additional time.

• Contract Manager (Procurement/Purchasing/Contract Management Office staff) - Employed by a state agency and has significant contract management authorities for TTU. 
  • Review the responsibilities of this role
• Contract Administrator (Requesting Department) - The department-level individual responsible for adhering to all provisions of a contract and managing the performance.
  • Review the responsibilities of thisrole