There are two limits for each PCard: single-transaction dollar limit (STDL) and monthly transaction limit. The standard STDL is $5,000 and the standard monthly limit is $25,000.
- A vendor hold search (VHS) is a vendor status check required by the State of Texas on purchases over $500.
- Vendor hold searches may be completed up to 7 days prior to a purchase but are not valid if completed post-purchase.
- Screenshot your VHS results and save this image for your records. This screenshot must be attached to the transaction in Concur along with the receipt and other documentation.
- Failure to complete and attach the VHS may result in sanctions to your purchasing card account.
- Concur is the repository for all PCard purchasing documents. All receipts, exception forms, vendor hold searches, and any other relevant purchase documentation should be uploaded to Concur.
- You are not required to keep hardcopies of receipts after they have been uploaded to Concur, unless required by your department.
- Your department may have additional record retention policies which should be followed.
You can find your institution’s certificate in the forms library.
- Complete the Purchasing Card Exception Request form. Include information such as what you’re buying, why you’re buying it, who you’re buying it for, and the estimated total cost. This form must be signed by your approver (dept ID/proj ID holder) and submitted to Pcard@untsystem.edu.
- Exception requests are no longer required for these items, unless otherwise stated.
Submit a Purchasing Card Exception Request form to Pcard@untsystem.edu. On the form, include the requested new limit, why this increase is necessary, and the length of time this increase is required.
Contact Citi Bank Customer Support at 1 (800) 248-4553 immediately regarding all billing issues. All disputed charges should be indicated in the description area of the transaction summary as a “Disputed Charge”. Copies of any documentation must be retained with the original report documentation.
A credit for a returned item should appear on the following month’s statement. Credits must be allocated to the same expense type and Dept ID/Proj ID that was used for the original transaction.
You can find a list of allowable pcard purchases here.
No, purchases may not be split to avoid the bid limit, single transaction limit, or monthly limit.
No, employee travel expenses are prohibited on PCard and must be paid with the appropriate travel credit card or other means. Contact Travel@untsystem.edu for assistance.
The Travel Program should be the first avenue in booking university travel. Non-employee travel may be allowable with an approved PCard exception request.
- Chemicals/hazardous materials are restricted purchases on Pcards. Exceptions must be approved by your institution’s Risk Management/Environmental Health and Safety Office prior to purchase on a Pcard.
- You can contact UNT Risk Management at PcardChemicals@unt.edu and the HSC Risk Team at Safety@unthsc.edu.
No, HEAF funds may never be used for PCard purchases.
No, absolutely no shipments/orders should be sent to personal residences.
Any items offered "free with purchase" or "buy one, get one" become the property of the University and must be used in official business operations.
Yes, but you must submit Purchasing Card Exception Request,a quote of goods/services to be purchased, and a current W-8/W-8BEN for the vendor. The Tax Office must approve the vendor before any payments are made.
Payments through PayPal are allowable only with an approved exception request and W-9 supplied by the vendor. Submit both the exception request and current W-9 to PCard@untsystem.edu.
You can create an Amazon Business Prime account here. For additional resources, visit our Amazon Information webpage.
You can email us at PCard@untsystem.edu, or call us at 940.369.5550, option 1, option 4.
You can sign up for an eShip Global account here by completing the webform at the bottom of the page.