Citibank Procurement Cards
2015-2016 Fiscal Year
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1st Time log in instructions
Copy of this presentation
Procedure Manual
Cardholder Allocation Guide
Supplemental information
Overview of the procurement card program
General Information
User Procedures
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Provides University employees with a more
efficient way to purchase day-to-day supplies
The use of the procurement card is not
intended to bypass appropriate purchasing
procedures set forth by the State of Texas
The program is administered through the
Purchasing department
Mickie Scantling
Procurement Card Administrator
651-2099
mscantling@wtamu.edu
Bryan Glenn
Director of Purchasing
651-2105
bglenn@wtamu.edu
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The procurement card is only issued to the cardholder.
No one else is allowed to use the card.
The cardholder is responsible for all transactions made
with his or her procurement card.
Cardholders are responsible for allocating charges on a
monthly basis for the previous months transactions.
Submitting supporting documentation to the Purchasing
office by the fourth working business day after the close
of the billing cycle.
The billing cycle is from the 4th of month to the 3rd of
the following month (Except August & September)
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Attend Training
Card Security
Making Appropriate Purchases
Submit Allocations & Log on time
Corrections
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Approving Transactions
Corrections
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Provide Training
Audit Logs
Assist Cardholders
Billing Transactions
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Office, lab, or classroom
supplies
Books
Janitorial Supplies
Gift Cards – Random
Drawings & Contests
only~
Flowers*
Meals/Food for
business-related
meetings*
*Only on local accounts
~never as a gift
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Medical Supplies
Postage & Shipping
Promotional Items
Registration Fees
Subscriptions
Tools/Hardware
Videos
Copier Rental
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Memberships*
Cash Refunds
Cash Advances
Alcoholic
Beverages
Gasoline
Insurance
Travel expenses
*only when included with
registration
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Computer hardware
or software
Capitalized or
controlled equipment
(televisions,
computers, etc.)
Services
Personal Purchases
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Computer/Printer/Scanner/Computer Software
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Equipment/Furniture with life more than one year
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Do not buy on the procard:
◦ Including – ALL Tablet Computers, Laptops & Desktops
◦ These items should NEVER be purchased on the procard.
Only specific IT Services Personnel have approval to do
so
◦ 7334 from $0.00 to $4999.99 expensed
◦ Exception to this is Controlled & Capital equipment
◦ Controlled Assets – Cameras, Projectors, Camcorders,
Televisions, VCR’s, Stereo Systems and the afore
mentioned Computers, Printers, Scanners &Computer
Software
◦ Capital Assets – any equipment or furniture over
$5,000.00
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All chemical orders must be placed with
Academic Research Environmental Health and
Safety. To place a chemical order please visit
www.wtamu.edu/chem-order
All research equipment must be vetted
through visual compliance for export control
issues. Contact Academic Research
Environmental Health and Safety for
additional information 806.651.2270 or visit
www.wtamu.edu/export
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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
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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An instance where a cardholder makes a
purchase larger than the delegated limit, and
the vendor runs the credit card multiple times
in order to bypass the cardholder’s single
purchase limit.
This is a violation of the state’s purchasing
guidelines and should not be practiced.
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The cardholder will use Citibank’s website on
a monthly basis to allocate each transaction
to an account within their department
Accounts are sorted by Division and
Department
There are restrictions on what items may be
paid using a state-funded account
(begins with 10)
◦ Items such as food, decorations, gifts, and flowers
may not be purchased using state funds
XX-XXXXXXX-XX-XXXX
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10
11
12
15
19
40
50
52
– State Appropriations
– Designated Funds
– Auxiliary Funds
– M&O Accounts
– Restricted Funds (Grants)
– Renewals & Replacements
/51 – Foundation
- Alumni
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Department
◦ Unique 7-digit number for the department
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Object
◦ Will either be 62 or 92
◦ 62 – Budgeted funds for fiscal year
◦ 92 – Term of grant or until money is expended
Four digit code
 An object code is a basic description of the
purchase that was made
 The cardholder will select an object code that
is an appropriate description of the item(s)
purchased
 Any purchases made with state funding
(10 account) cannot have an object code in the
6000 level, such as 6012 or 6280
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When allocating, the cardholder must indicate
if the goods and services purchased have
been received
There is a drop-down menu beside each
transaction for the cardholder to verify if the
goods were or were not received
If the goods were not received, the
cardholder should select “no” and complete
an exception form as backup documentation
The cardholder must also notify Purchasing
once the goods have been received
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Detailed expense description – no one word
descriptions please
Include a receipt or missing receipt form
Meal purchases must include a list of who ate the
meal/food purchased, as well as the business
purpose of the meal
Gift card purchases must include a gift card
purchase form
Receipts should be taped down neatly to computer
paper one per page - only on one side of paper
Please do not tape over the totals on the receipts
because the tape causes the numbers to fade
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Please use HUB Vendors when possible on
making purchases with your procard
HUB vendors are at least 51% owned by an Asian
Pacific American, Black American, Hispanic
American, Native American, American woman
and/or Service Disabled Veteran
WT is graded by the number of HUB Vendors we
use
https://mycpa.cpa.state.tx.us/tpasscmblsearch/
index
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Envelope is filled out completely and signed off
Reporting period is correct
All backup documentation is included
Transactions were appropriate for University
business
The vendor was appropriate
Cardholder used account numbers from his/her
department
Object codes were suitable for purchase
No split transaction purchases were made
No sales taxes charged
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The auditor will contact the cardholder via
email with any corrections that need to be
made
The cardholder will have one week to make
necessary corrections
If issues have not been corrected after a
week, the auditor will contact the cardholder
and department head with instructions to
make corrections
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The Purchasing Office reserves the right to
suspend credit card privileges to cardholders due
to non-compliance with the procurement card
procedures and guidelines
To reinstate privileges, cardholders will be
required to write a memo to Purchasing stating
they will operate within proper guidelines and
procedures in the future
The employee will also be required to attend
procurement card training before privileges are
restored
Cards can be permanently suspended
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5 W’s – Who What When Where Why
Put all monthly procard transaction receipts in
procard log envelope after each purchase
Allocate weekly, if time allows
Do not make procard purchases with companies
that are on “hold” with the State of Texas
https://cpafmprd.cpa.state.tx.us/tpis/search.html
Call Mickie in purchasing if you have questions
regarding a purchase x2099
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Did you make sure your reporting period was correct?
Did you have your supervisor sign off on all documents?
◦ Missing Receipt Form, Gift Card Form, Envelope, etc….
Did you sign & date your Envelope?
If you paid tax did you get it refunded? – include credited receipt
Did you include the list or flyer of who ate the food you
purchased?
Did you include all of your itemized receipts?
◦ No packing lists or order confirmations please!
Do the receipts match the totals on your report?
Do the receipt totals match the amount you were charged?
Did you use the correct object code?
Did you tape down all of your receipts?
Did you give a detailed description of your purchase?
Do you need to split the purchase to reflect the correct object
code or account number?
Are your receipts in order of your report print out?
Training Materials, Forms, and Allocation due
dates are located on the purchasing website:
http://www.wtamu.edu/administration/purchasing
-and-inventories-procurement-card.aspx
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You can also access the link to Citibank
Allocation website from the procurement card
webpage.