Procurement Card Program



P-Card Procedures

Here are the items that need to be turned in to the Office of Strategic Sourcing & General Services (in this order):

1.      The P-Card Audit Checklist

2.      The P-Card Transaction Log

3.      The Expense Report (printed online)

4.      All backup documentation (i.e. receipts and transaction records)

Items 1-3 require a signature from both the Cardholder and Department Approver (Dept Approver cannot be cardholder)

P-Card Billing Cycle Schedule (PDF)

Each month the statement closes on the 3rd, you must complete your online allocation by the 10th and turn in to our offices all of your documentation by the 15th.   If either of the deadlines fall 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 3-5 days after purchase.


P-Card Program Forms

  • P-Card Application Form (PDF)/(Word)
  • P-Card Agreement Form (PDF)
  • P-Card Audit Checklist (PDF)/(Excel)
  • P-Card Food Purchase Information Form (PDF)/(Word) (formerly the Business Meals Form)
  • P-Card Missing Receipt (PDF)
  • P-Card Program Guide (PDF)
  • P-Card Transaction Log (PDF)/(Excel)
  • Statement of Disputed Items (PDF)
  • TAMUK Sales Tax Exempt Form (PDF)


P-Card Contacts:

Program Coordinator/Administrator:

Eric Kieschnick (

Program Administrators:

Rachel Buentello (

Sara Robertson (



  • How to login to Citibank and Allocate charges:

          Individual Cardholders (PDF)

          Group Managers (PDF)

  • How to run/print the Expense Report:

          Individual Cardholders (PDF)

          Group Managers (PDF)