The purpose of the procurement card program is to provide University employees with a more efficient way to purchase day-to-day supplies. The use of the procurement card is not intended to avoid or bypass appropriate purchasing procedures set forth by the State of Texas. To obtain a procurement card, complete the Procurement Card Application and submit to 

Reminder: Reporting dates are from the 4th of the month to the 3rd of the following month with the exception of August and September.


Transaction Allocation Schedule

Month Due Date
August 2023 Year End - Due Thursday 8/24 by NOON! No Exceptions!!
September 2023 Monday October 9 @ 5:00 pm
October 2023 Thursday November 9 @ 5:00 pm
November 2023 Thursday December 7 @  NOON !! NO Exceptions! Christmas Break!
December 2023 Wednesday January 10 @t 5:00 pm
January 2024 Thursday February 8 @ 5:00 pm
February 2024 Thursday March 7 @  NOON!!! NO EXCEPTIONS!!  Spring Break!
March 2024 Tuesday April 9 @ 5:00 pm
April 2024 Thursday May 9 @ 5:00 pm
May 2024 Friday June 10 @ 5:00 pm
June 2024 Wednesday July 11 @ 5:00 pm
July 2023 Wednesday August 16 @  NOON!!! No Exceptions!!


Training and Reference Material

Cardholder Allocation Guide - provides instructions for cardholders to allocate monthly charges

Procurement Card Procedure Manual

Level Manager Guide - Allocation information for approvers

Instructions for the Texas Comptroller Website for Vendor Status Checks – provides instructions for cardholders to verify vendor status.  These procedures are  required as of March 4, 2023 for purchases $500 or more



HUB Vendor Website -

State Object Code Website -

Vendor Hold Search -

Citibank Allocation Website –


Procurement Card Forms

Blank W9 Form       

Business Meal Form

Catering Exemption Form

Membership Dues/Fees Justification

Missing Receipt Form

ProCard Application

ProCard Exception Form – Goods had not been received at time of transaction allocation

Object Codes

Required Documents Confirmation Form

Tax Exempt Form -  State of Texas Tax Exemption Form

Account Corrections Worksheet


Prohibited Purchases

Splitting Purchases are strictly prohibited. Contact Purchasing for assistance.





Procurement Card Coordinator