www.citimanager.com
Select the
CitiDirect Global
Card Management
System (GCMS)
“First Log In”
Password Requirements
Must be at least eight characters in length
with a minimum of two numeric characters
Cannot be the same as your user ID
Cannot be used more than once
16 digit card number
764tamutxxxx (LAST 4 OF YOUR CARD #)
Cannot contain spaces
Should be random numbers and letters, for
example: 57hBike23
MAIN SCREEN
Enter dates here
This lock will not appear until after you have
reviewed. Once you click review, the
transaction is locked.
Click here to allocate the
transaction
VIVIAN HOLMES
x3192
CYNTHIA HENDERSON
x3053
OR
EMAIL: PROCARD@tamut.edu
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Cost Reduction – Time and Money Saved
Shortened Buying Cycle
BENEFITS
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Tool for Efficient Purchasing
Quicker Payment for Vendors
Electronic Coding of Transactions
Reduction in Purchase Orders & Requisitions
Single Payment to the bank
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Customer Service for Cardholders 24x7 – 1.800.248.4553
Account Status
Authorization Inquiry/Authorization Decline
Account Closures
ATM/Pin Inquiry
Balance Inquiry
Password Resets
Procurement Card Administrator – Cynthia Henderson
903.223.3053
Procurement Card Coordinator – Vivian Holmes
903.223.3192
Email address : Procard@tamut.edu
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The billing period has been pre-defined by the State of Texas, and will
end on the 3rd of each month. If the 3rd falls on a weekend or holiday,
those transactions may appear on the next billing cycle.
PLEASE NOTE: Transactions do not post on weekends or holidays.
Therefore, if the 3rd falls on a weekend or holiday, the last posting date
for that cycle will be on the previous Friday (i.e. 1st of the month).
Begin reconciliation on the 2nd business day after the end of the billing
cycle. Provide Expense report and original receipts to P-Card
Coordinator no later than the 10th of each month.
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Passwords expire every 90 days. You will receive a notice 30 days
before regarding the upcoming expiration.
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If you get a password reset, you only have 24 hours to use that new
password and then it will expire.
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Determine if the transaction is an acceptable use of the card, and if it is within the
cardholder's delegated spending limit (usually less than $3,000, but can be set lower by the
department).
Determine if a HUB vendor can be used by visiting the CMBL
(State of Texas website that allows searching by name, commodity code or city)
Identify the vendor
If vendor has a State of Texas or TAMU Contract, verify that we receive contracted pricing.
Do not allow the vendor to split the purchase to remain in the delegated limit. To do so
would be a violation of State of Texas, TAMU System and TAMU-T rules.
If the purchase is over $500.00, verify that the vendor is not on hold with the State:
https://cpafmprd.cpa.state.tx.us/tpis/search.html
Verify that the vendor is not on the Excluded Parties List System www.epls.gov
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Present the card in person, by phone, by mail, or via the internet
DO NOT ALLOW YOUR P-CARD TO BE USED BY ANYONE ELSE
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Obtain a detailed receipt showing what was purchased
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Verify the charges (and that no tax was charged). Provide vendor with a Tax Exempt form, if
necessary
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Keep the receipts in a safe place until reconciliation takes place
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All purchases made with the procurement card are exempt from sales
tax
Cardholders will be held responsible for refunding or reimbursing any
sales taxes paid on the procurement card
The only exception to this rule is for business meals (Must include 5 Ws)
A business meal is defined as:
“a meal consisting of both University and
non-University employees with a specific
University business function”
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The cardholder will be required to enter an expense description
when allocating charges to an account on Citibank’s website. The
description must give detailed information, such as what was
purchased, quantity and charge (i.e. 1 bx blue pens @ $2.50). This
information will help the auditor determine if the purchase was
appropriate and will also be helpful if the log is audited by outside
auditors.
For each purchase made with the procurement card, there must be
supporting documentation, such as a receipt, included in the log.
The supporting document must include a date, company name,
description of the purchase, and amount of the purchase in order to
constitute as a receipt. If no receipt is available, cardholders may fill
out a Supplemental/Missing Document form to include as
supporting documentation.
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For gift card purchases, the cardholder must complete a Gift Card
Purchase form to include in the procurement card log (expense report).
The cardholder will need to state who the gift cards were distributed to,
as well as the reason for purchasing the gift cards.
Please note: Gift cards given to University employees may be classified
as a form of compensation therefore Payroll must be notified of the
award.
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For meal purchases, cardholders need to include a list of who
ate the meal purchased. If the food was for a large event, an
invitation or flyer for the event can serve as backup
documentation instead of a list. The cardholder should also
include the business purpose of the meal in the expense
description. Remember, document: Who, What, When, Where,
and Why!
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Use correct object codes
If purchase includes shipping/handling or freight/delivery
• If entered on separate line, MUST be coded to the same
object code as item purchased
• If not creating a separate line, then charge must be
listed in item description field.
(2) Important URLs
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http://apps.system.tamus.edu/objcodes/
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https://fmx.cpa.state.tx.us/fm/pubs/cma/cma_09_11_sec5.pdf
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When allocating, the cardholder must indicate if the goods and
services purchased have been received
If the goods were not received, the cardholder should leave this
field blank and complete an exception form as backup
documentation
The cardholder must also notify Purchasing once the goods have
been received
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Present receipt to vendor for credit
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Receive a “credit” receipt and original receipt
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DO NOT accept cash refund
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Must Include:
• Order Date
• Delivery Date of Items Received
• Date of Transaction
• Vendor Name
• Complete itemized, detailed description
• Reason for Purchase
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May be coded to multiple object codes
All credits must be entered
Print the expense report for reconciliation at the
end of the monthly period
Reconcile the monthly statement with the receipts
and expense report.
Submit to Account Manager(s) for review and
signature.
Cardholder - retain copy of expense report,
receipts and packing lists for (3) years plus the
current fiscal year.
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A split purchase is where a cardholder makes an order larger than
their delegated limit, and runs the credit card 2 times in order to
bypass the single purchase limit.
Splitting a purchase is a violation of the state’s purchasing
guidelines and should not be practiced. (Always consider the 30day window)
If you feel as if you may be making a split purchase, please contact
Purchasing.
Upon receipt of procurement card logs (expense report), the P-card
Coordinator will check the log for the following items:
 The expense report is signed by Cardholder and Account Manager(s)
 Report has correct billing cycle and is run by posting date
 All original receipts and backup information is included
 All goods were received, or exception forms are included
 All transactions have a detailed description
 Transactions were appropriate for University business
 The vendor was appropriate? HUBs used if a vendor is available?
 The cardholder used account numbers from their department
 Object codes are suitable for the items purchased
 Are items on restricted list?
 No split purchases were made
 No sales taxes were charged
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After logs have been audited, the procurement card coordinator will
contact any cardholders who had problems with their expense
reports via email. The email will go to the Cardholder and the
Account Manager. The P-card Coordinator will give the cardholders
instructions on how to correct the problems.
The cardholder will need to make any necessary corrections ASAP
and return to P-card Coordinator.
If the issue is not corrected in a timely manner, the coordinator will
contact the Cardholder and their Account Manager with instructions
to correct the issue and a deadline before the cardholder’s credit
card will be suspended.
The Program Administrator reserves the right to suspend credit card
privileges to cardholders due to non-compliance with the
procurement card procedures and guidelines.
Cards may be cancelled for the following reasons:
Knowingly and purposely violating rules/procedures
Personal use
Knowingly falsifying information
Consistently failing to allocate transactions and submitting signed
expense reports
• If cardholder use is found not to be in the best interest of the
University
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• Upon issuance the cardholder must sign an Acknowledgement of
Receipt
• Cards are issued to individuals
• Only the person whose name is on the card may use that card
• Cardholder must sign for card purchases
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Cardholders are responsible for adherence to the single ($3,000 per
transaction) and monthly transaction limits depending on your card
limit
No limit to number of transactions per day or month
Total amount of purchase (including shipping and handling, freight,
etc.) must be considered
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Same As a Regular Credit Card
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Single purchases limit $3,000. (departmental delegated limit)
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Spending Limit per Billing Cycle $5,000.
(Some department spending limits could be higher)
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DO NOT PAY SALES TAX
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