Procurement Card Services

Welcome

The Procurement Card is a fast, flexible payment method for processing delegated purchases from suppliers that accept MasterCard credit cards. It is a cost-effective method and is a reduction in the cost of processing small orders, including data entry, receiving and invoice submission.

Procurement Card Program

P-Card Billing Cycle Schedule (PDF)

Each month the statement closes on the 3rd, your online allocation and approvals must be completed by the 15th.   If the 15th falls on a weekend, the due date will move to the next business day.

You can allocate throughout the month or wait and do it all at the end, depending on your preference.  However, we suggest that you login one more time after the 5th if you allocate throughout the month to check for late cycle charges that appear after the 3rd and to make sure there have not been fraudulent charges on your account.  Charges can post 24-48 hours after purchase.


P-Card Program Forms

  • P-Card Application Form (E-Form)
  • P-Card Agreement Form (PDF)
  • P-Card Business Meal Form (PDF)
  • P-Card Missing Receipt (PDF)
  • TAMUK Sales Tax Exempt Form (PDF)

P-Card Contacts (pcard@tamuk.edu

Program Coordinator:

Priscilla Binarao (Priscilla.Binarao@tamuk.edu)

Program Administrators:

Rachel Buentello (rachel.buentello@tamuk.edu)

Sara Robertson (sara.robertson@tamuk.edu)


 Guides:

  • How to Allocate and Itemize charges in Concur - training videos available at it.tamus.edu/concur/training
  • P-Card Program Guide (PDF)
  • P-Card to Concur Quick Reference Guide (PDF)
  • Creating A Concur Expense Report (PDF)
  • Allocating an Expense by Account Number (PDF)
  • Itemizing an Expense by Object Code (PDF)

  

FAQs

How do I...

 1.    Get a Procurement Card (P-Card)?

 2.    Allocate my monthly P-Card charges? 

 3.    Setup a delegate to allocate charges?

 4.    Fix a report header policy that keeps changing to FAMIS?

 5.    Know which transactions to submit on the Expense Report?

 6.    Know if my report has been approved after I submit?

 7.    Setup or Reset my P-Card PIN?

 8.    Change the limits on a P-Card?

 

1.     Getting a Procurement Card (P-Card)

a.     Submit an application for the procurement card.  Applications can be accessed here.

b.     Take the online training course "Procurement Card Introduction Training."

c.     Forward your completion notification email to procurement@tamuk.edu

  • You will receive a reply email confirming your completion and instructions on how to get your card.      

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2.    Reconciling Monthly P-Card Statements

a.    The cardholder, or their delegate, is responsible for allocating their Citibank statement. Purchases should be reconciled in Concur through Single-Sign-On (SSO) at sso.tamus.edu.

b.    A step-by-step video guide on how to allocate in Concur is available here.

c.    A step-by-step guide on how to create a Concur expense report is available here.

d.    Instructions on splitting a transaction by Account Number is available here.

e.    Instructions on itemizing a transaction by Object Code is available here.

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3.    Setup a delegate to allocate charges

a.    Login to SSO at sso.tamus.edu

b.    Go to Profile --> Profile Settings

c.    Select Expense Delegate from the menu on the left-hand side bar

d.    Click Add

e.    Enter delegate's name or UIN to search by and select from list dropdown list

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4.    Fixing a report header policy

a.       Change the policy to PAYMENT CARD.

When making a selection in a field, clicking on a drop-down will show your RECENTLY USED items listed at the top in BOLD.  If any of your recently used items have FAMIS in parenthesis and you select that item, it will change your policy to FAMIS.  To avoid this, you will need to search for the item you need from the full list.  You will need to scroll down to the very bottom to make your selection.  See a screenshot here.

 

5.   Transactions to submit on an Expense Report

a.    An expense report should only contain the transactions within a specific billing cycle.

  • In Concur, each expense has a credit card icon that shows a Transaction Date, Posted Date and Billing Date. The month of the BILLING DATE will determine the Billing Cycle month for that expense.

  • The Citibank (GCMS) website is still available for cardholders to run an expense report for a billing cycle to use as a guide on what transactions to include for Concur expense reports. Instructions on how to run an expense report in GCMS is available here.

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6.    Checking the Status of a Concur Expense Report

  1. From the Concur Home Screen, click on the Expense tab at the top.
  2. You can view all reports by clicking on Report Library.
  3. Double click on the report that you need to check on.
  4. Click on Details.
  5. Select Approval Flow.
  6. Click the Drop Down(s) for the account(s) used on the Expense Report.  This will show who is in the approval path and if they have approved the report.
  7. See a Screenshot here.

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7.    Setup or Reset my P-Card PIN

a.    Call Citibank PIN Service line at 877-905-1855.

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8.    Changing the Limits On a P-Card

a.    Requests to change P-Card credit limit(s) must come from your Department Head.

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