What is a Procurement Card or P-Card?

• The University of Houston Downtown Procurement Card Program provides a cost effective way to make certain purchases by reducing the time and effort required to complete the procurement to payment process. All Procurement Card purchases must directly benefit the University of Houston Downtown. The Procurement Card may not be used to make personal or other purchases that do not benefit the University directly. All Procurement Card transactions must be verified to be accurate and the correct cost center and account must be assigned to each transaction.
  
  

How can I obtain a P-Card for my department?

• An original completed Cardholder Application/Approval Form for University Procurement Card must be submitted for each prospective Cardholder to the Program Coordinator.
  
  
• This form must contain the default cost center used to clear the cardholder’s P-Card transactions and the signature of the applicant, applicant’s supervisor, Dean/VP or designee.
  
  
• The applicant must complete Procurement Card training and sign a Cardholder Procurement Card Agreement form acknowledging responsibility for proper use of the card before the card will be released.
  
  

Which transactions are prohibited on a P-Card?

• Items for personal use
  
  
• Items for non-University purposes
  
  
• Cash advances
  
  
• Travel-related expenses, other than for registration fees
  
  
• Gasoline for a rental car or personal vehicle
  
  
• Financial services
  
  
• Scholarships, stipends, tuition, and fees
  
  
• Purchases that require a Purchase Order - Radioactive or hazardous materials, Animals, Leases, and Transactions greater than $2,500.00
  
  
• Other purchases prohibited by University policy (e.g., flowers for employees or family members of employees)
  
  
• Advertisements for staff/faculty employment ads
  
  
• Rental/Leases, service agreements and maintenance agreements
  
  
• Items charged to contracts/grants that are not allowed by sponsor
  
  

Required Documentation

• Receipts and/or other supporting documentation provided by the vendor
  
  
• Business purpose must be written on the receipt or attachment
  
  
• For business meals and other official functions include—business purpose of event, name and affiliation of attendees if 10 or fewer, or number of attendees if 11 or more people
  
  
• Cardholders with cost center responsibility should indicate the cost center to be charged on the receipt or attachment
  
  
• Signed expense report from Bank One Smart Data Online