For all purchases made with a PCard involving a written contract or valued at $500 or more, all cardholders must perform a vendor warrant hold search with the Texas Comptroller of Public Accounts. The vendor warrant hold search should be done no more than seven days before the purchase is made and never after the purchase. Documentation of the search is required to be attached with the receipt in Concur. Failure to adhere to this policy may result in a sanction.
If a purchase is $500 or more and is a restricted item, an exception request will need to be filled out in addition to the vendor hold search.
Vendor hold search and documentation must be performed prior to any transaction $500 or more even if:
- The vendor has a contract with the UNT System
- The cardholder has an approved exception
- If the cardholder received assurance from a vendor that a hold has been removed.
Vendor Hold Check Link
State of Texas information on Vendor Hold Check Requirement - 4 Tex. Govt. Code § 403.055 - PAYMENTS TO DEBTORS OR DELINQUENTS PROHIBITED
What to do if a vendor is on hold
If a vendor is confirmed to have a warrant hold, they are considered unauthorized as a vendor, and the Pcard holder cannot conduct business with the vendor until the warrant hold is removed. The cardholder should contact the vendor and notify them of the warrant hold with the state. The process for removing a warrant hold for a vendor is between the vendor and the State of Texas Comptroller of Public Accounts. Purchasers are not authorized to identify what a hold is for. The vendor must contact the Comptroller’s Office to resolve and remove the outstanding warrant hold. Once the hold has been removed, the Pcard holder must perform the vendor warrant hold search again for record keeping purposes. The office for the Texas Comptroller’s office that the vendor should call is: (800) 531-5441, extension 68138
Instructions and resources for vendor warrant hold searches are below
- Vendor Status Checks - When making a purchase over $500.00, a vendor hold search must be conducted BEFORE making the purchase.
- Take a screenshot of vendor hold check
- save as an image in Concur or on your computer
- attach screenshot image to expense line when transaction flows into Concur.
- Vendor Warrant Hold Search Instructions