Please note these updates are temporary and are in effect immediately.

Appropriate Conduct with the ProCard 

Appropriate conduct with the ProCard should still be followed. This includes:

• Stewardship of University Funding
• Prohibiting Personal Purchases
• Handling Emergency Purchases Appropriately – should a true emergency arise, please reach out to our office so we may advise accordingly

Please note these updates are temporary and are in effect immediately.

To support all areas, we strongly encourage you (this is not required) to use said tools to manage ProCard related documents:

• GCMS – receipt upload feature and expense allocation tools
• Box – receipt management and safe keeping of documentation
• ProCard Roll Out on hold temporarily
  • If you have attended an in-person training session, please continue to use your new card
  • If you have not attended an in-person training session, please continue to use your current card as it has not been cancelled

Please note that the aforementioned items will be monitored by the Central ProCard Office. The goal is to help facilitate operational needs in support of your areas. However, any improper use of the ProCard during this time is subject to all current consequences.

Please send any questions or concerns via email at purchasing-procards@austin.utexas.edu.

Any improper use of the ProCard during this time is subject to all current consequences. You can view responsibilities and consequences in the Handbook of Business Procedures 7.8.7. 

In regards to office supplies, when possible, please continue to use our mandatory contract with Office Max/Office Depot through Today’s Business Solutions (TBS). Please note that office furniture should not be included.

To browse their catalog, view contract pricing outside of UT Market as well as up-to-date inventory information, please use the following link and login below:

ODP Business Solutions

Username: UTBROWSE

Password: Welcome1

(password is case sensitive)

Please keep in mind that this login is for browsing only. For the time being, please submit your order details including item numbers and quantities to TBS directly by email to info@tbstx.com or by phone at 713-861-8508. You will need to provide them with your card information, accurate and complete residential shipping information as well as billing information. Please note that the billing address for the ProCard has been, and will continue to be, as follows:

Purchasing Office

1616 Guadalupe

UTA, Suite 3.302

Austin, Texas 78701

The TBS customer service team is available from 8AM – 5PM to assist.  If an item is in stock, your order will be placed ASAP and delivered to a residential address in the Austin area within 1-3 business days. Items on backorder will be delayed.

Included in this email is the Store Purchasing card for Office Depot purchases. The Store Purchasing card (SPC) is to be used in conjunction with the UT ProCard, is tax exempt, and honors core or "best value" item pricing.

In times like these, as we collectively focus our efforts on sustaining operations, it is more important than ever that everyone exercise a prudent fiscal practice. As noted in current policy, all employees of The University of Texas at Austin are expected to be good stewards of University funds. As needs for your area are identified, we ask that you exercise a sensible approach. Regardless of the dollar amount, please ensure only critical items that are essential for ongoing operations are being considered and procured. The University will be better poised to navigate and recover from this situation if we all are mindful of our spending during this time.  

Please note that transactions are still very much being monitored by the Central ProCard Office. Our goal is to help facilitate operational needs in support of your areas during this time. However, any improper use of the ProCard during this time is subject to all current consequences. 

If you have any questions or need any advice, as always, the Central ProCard Team is here to help. We will continue to monitor and provide updates that pertain directly to the ProCard Program as needed. We know this is a challenging time, but please know that we are committed to continuing to support the purchasing needs of your units. 

Please send any questions or concerns via email at purchasing-procards@austin.utexas.edu.

• Off campus shipments are approved; an exception request (or email approval) is not required
• Please note that if items are received at home, the custodian of the good is still the University of Texas at Austin and you hold responsibility of the item received

Please send any questions or concerns via email at purchasing-procards@austin.utexas.edu.

How do I reset my PIN?
When you contact the bank, they will ask you to validate your identity by giving the bank activation number you supplied on your original application. The bank may refer to this number as one of the follow: your social security number, employee verification number or employee ID number; the bank does not have access to any of those numbers. They are referring to the bank activation number provide on the card’s application. If you cannot recall this number, you can access this information through the ProCard Database.

Do not set your chip PIN number to your activation number, these two numbers must always be different.

I called Citibank and they asked for the last 4 digits of my social security number. However, the last 4 digits of my social security number doesn’t work; what is this number?
Neither Citibank or ProCard has access to a cardholder’s social security number. This number is the 4-digit ‘Bank Activation Number’ the cardholder created on their application for the ProCard. To retrieve this number, please go to the ProCard Database, on your Profile view the application, click within the cell (shown below), and the number will appear.

I received a warning in Amazon Business that states the following: This order contains company restricted items; one or more items in this order do not comply with the purchasing standards for your business. Do you still want to approve?

An item that is listed as restricted merely means that it will route forward to our team before being final approved or rejected. We intentionally have a policy in place within Amazon Business that works in collaboration with our current ProCard Disallowed List to provide us with an additional layer of review before being finalized. Please move forward by selecting the approve or reject this order button to route this purchase forward.

How do I increase my single transaction limit or cycle limit?

For limit increase requests, please submit an exception request. These increases can be completed on either a temporary or permanent basis. Please note that if a temporary single transaction limit increases, the limit will revert back to its previous limit based upon the date of purchase. Additionally, for a temporary cycle limit increase, the limit will revert back based on applicable cycle limit end dates selected below.

What should I do with my ProCard if I am leaving my current position?

The cardholder should fill out the ProCard cancellation form. The form must be signed by the appropriate parties and submitted to the Central ProCard Office. Cancelled Procards do not need to be returned, but instead can be physically destroyed.

How will I obtain possession of my ProCard?

All ProCards are delivered to a ProCard Administrator at a secure university approved off campus address. Upon receipt of a ProCard, an administrator will log and update records, and notify the cardholders with instructions on how to obtain possession of their card.

Can a cardholder use a PayPal account with the ProCard?

ProCard Cardholders cannot use a PayPal account and must instead utilize the “guest” option upon checkout. 

What steps should I follow if fraud has taken place on my ProCard?

All instances of confirmed fraud should utilize the (1519) object code on the payment voucher. All correspondence related to the fraud should be included in the *DEFINE notes, and submitted with the documentation. The fraud must be reported to the bank within 60-days of the statement date. A refund should be issued for the next cycle period.  If the refund does not clear within the next cycle period, contact the bank. 

Is catering allowed on the ProCard?

Catering is not allowed on the ProCard for a restaurant. Whole Foods and Central Market are the only vendors approved for catering on the ProCard. Because they are classified as grocery stores, that offer catering on the side.

Is prior approval from the ProCard Office required before making an eBay purchase on the ProCard?

eBay purchases exceeding $500 require prior approval from the ProCard Manager. Please submit an exception request. If approved for purchase, are treated as used equipment.

For information on eBay purchases, please see HBP 7.8.3.

Why do I not receive VP7 generation emails/notifications?

Payment voucher routing is determined by the default account number established during the ProCard Application process. The Central ProCard Office cannot change payment voucher routing. Should issues with routing arise, a CSU should consult with their respective Electronic Office Manager (EOM) to troubleshoot. The first five desk assignees on the EOM desk will receive the VP7 emails.

For information on VP7 routing, please see HBP 7.8.5.

I received an error when routing/approving the VP7 document that states the following: Document may be routed to at most 10 UNITS. What should I do?

If there are 10 units in the routing you will not be able to final approve the VP7 document. Please make sure the all of the appropriate account numbers and object codes are correct on the VP7 document. Notify the ProCard office at purchasing-procard@austin.utexas.edu and our office will final approve this document after the departmental deadline.

Where do I submit supporting documents, e.g., receipts, authorizing emails, and other documentation for imaging?

VP7 documentation should be submitted for imaging using the Image Retrieval System (IRS). 

Suspected Fraud - If a ProCard is lost or stolen, or if fraudulent activity has occurred, the Cardholder must first notify Citibank. Citibank will then work with the Cardholder to review the transactions in question. Any verified, pending transactions will be transferred by the bank to the new card. 

Confirmed Fraud - Once the fraud has been confirmed, the Cardholder must then inform the Central ProCard Office, who notifies the Office of Internal Audits. The bank then deactivates the old card and issues a new card to be sent to the Central ProCard Office.  

All instances of confirmed fraud should utilize the (1519) object code on the payment voucher. All correspondence related to the fraud should be included in the *DEFINE notes, and submitted with the documentation. The fraud must be reported to the bank within 60-days of the statement date. A refund should be issued for the next cycle period.  If the refund does not clear within the next cycle period, contact the bank.