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 procard@wtamu.edu
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 | Accounting Period | Allocation Due Date |
|---|---|---|
| September 2024 | August 17 – October 3 | Transaction Allocation and Receipts Due Thursday October 10 C.O.B. |
| October 2024 | October 4 – November 3 | Completed Transaction Detail and Receipt Upload Friday November 8 C.O.B. |
| November 2024 | November 4 – December 3 | Transaction Allocation and Receipts Due Tuesday December 10 NOON |
| December 2024 | December 4 – January 3 | Transaction Allocation and Receipts Due Friday January 10 C.O.B. |
| January 2025 | January 4 – February 3 | Transaction Allocation and Receipts Due Monday February 10 C.O.B. |
| February 2025 | February 4 – March 3 | Transaction Allocation and Receipts Due Monday March 10 C.O.B. |
| March 2025 | March 4 – April 3 | Transaction Allocation and Receipts Due Thursday April 10 C.O.B. |
| April 2025 | April 4 – May 3 | Transaction Allocation and Receipts Due Friday May 9 C.O.B. |
| May 2025 | May 4 – June 3 | Transaction Allocation and Receipts Due Tuesday June 10 C.O.B. |
| June 2025 | June 4 – July 3 | Transaction Allocation and Receipts Due Thursday July 10 C.O.B. |
| July 2025 | July 4 – August 3 | Transaction Allocation and Receipts Due Friday August 8 C.O.B. |
| August 2025 | August 4 - August 15 | Transaction Allocation and Receipts Due Friday 8/20 by NOON |
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
Websites
HUB Vendor Website - https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do
State Object Code Website - https://fmcpa.cpa.state.tx.us/fiscalmoa/search.jsp
Citibank Allocation Website – https://www.globalmanagement.citidirect.com/
Procurement Card Forms
Membership Dues/Fees Justification
ProCard Exception Form – Goods had not been received at time of transaction allocation
Required Documents Confirmation Form
Tax Exempt Form - State of Texas Tax Exemption Form
Prohibited Purchases
Splitting Purchases between state and local funds are strictly prohibited; make more than one transaction if needed. Contact Pro Card Coordinator for assistance at 651-2099.
All travel related purchases
Donations
Contact
Procurement Card Coordinator
806-651-2099