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ProCard Reference Kit

The ProCard Reference Kit is a resource for all things ProCard related, housed in a central location. 

Disallowed List

Disallowed List

This list is not all-inclusive, but is intended to give ProCard users a great deal of guidance regarding
appropriate usage and items that are considered disallowed. Prior to using the card, this list must be
reviewed in its entirety. The purchase of an item included on this list will result in Consequences.
The ProCard is not to be used for the following:

  • Alcoholic beverages
  • Ammunition, Explosives and Weapons
  • Animals
  • Auction items
  • Banquet or Gala Admittance
  • Batteries
    • Alkaline Batteries are allowed
  • Cash advances of any type
  • Catering
    • The following vendors are the ONLY caterers allowed if accompanied by a completed OOEF:
    • Central Market
    • Wheatsville Co-op
    • Whole Foods
  • Cell phones and cell phone related monthly charges
  • Communication Design Services
    • Design Services
    • Graphic Design
    • Website Design and Development
    • Brand and Logo Development
  • Construction, Renovation Services and Public Works Projects
  • Agreements of any type that involve agreeing to terms and conditions.
  • Consulting Services
  • Copiers and Copier Maintenance
  • Copyright
  • Co-Sponsorships
  • Cylinder Gases
  • Deposits
  • Donations or Contributions
  • eBay or any other used equipment that exceeds $500 per item (including shipping)
    requires an approved exception request.
  • eBooks
  • Editing Services
  • Entertainment Related Items
    • The following Items ARE allowed if accompanied by a completed OOEF:
    • Groceries purchased from grocery stores
    • Water or coffee services
    • Flowers or Plants (Includes artificial) that do not exceed $200; includes taxes
      and delivery fees
    • Baked goods purchased from bakeries with an approved Payee Information Form
      (PIF) on file with the university.
    • Gratuities should not exceed 20 percent (20%) of the bill subtotal
  • Events that do not support the institutional mission or business purpose of the University.
  • Fees associated with misconduct or misuse (tickets, late fees, penalties)
  • Gasoline
  • Gifts/Donations
  • Gift Cards for employees
  • Gratuities
    • The following vendors are the ONLY grocery stores that a tip can be included in the delivery
      fee. Gratuities should not exceed 20 percent (20%) of the bill subtotal before sales tax.
    • HEB, Walmart, Target, Central Market, Whole Foods, Wheatsville Co-op
  • Hazardous Chemicals and Materials
  • Insurance
  • Items prohibited from purchase under grant or research contracts
  • Landscaping
  • Lasers: Class 3 and 4
  • Leases & Lease – Purchases or any other time payment
  • Lecture Services
  • Medical Services
  • Moving Services
  • Narcotics, Prescription Drugs and Controlled Substances
  • Office Supplies – traditional office supplies must be purchased from Today’s Business Solutions.
    An example listing of traditional office supplies can be found here.
  • Parking
  • Parking Permits
  • Patent Royalty Fees
  • Personal Items
  • Personal Services
  • Photography and Videographer Services
  • Professional Services within the scope of the practice, as defined by state law of:
    • accounting
    • architecture
    • landscape architecture
    • land surveying
    • medicine
    • optometry
    • professional engineering
    • real estate appraising
    • professional nursing
    • interior design
  • Precious Metals
  • Protection Plans
  • Radioactive Materials
  • Regalia
  • Rental of Individual Items exceeding $100 per item. The total transaction cost may not exceed$500.
  • Rental of Storage Containers
  • Rental of Vehicles
  • Repair of Computer Equipment that cannot be performed by UT Campus Computer Store.
  • Repair of University Property that doesn’t fall under the scope of work performed by facility services.
  • Restaurants
  • Security Services
  • Sensitive Information – Applies to items considered Confidential, Proprietary or a Liability to
    the University.
  • Social Club Dues
  • High-Risk Technology and Software that collectively exceeds one (1) year and/or has a total
    license value of more than $5,000.
  • Sponsorships
  • Telecommunication Services
  • Towing
  • Trademark and Licensing
  • Trade-in Equipment
  • Transcription Services
  • Travel and Travel Related Items
  • Tuition
  • TX Tags and toll roads
  • Vehicles, Vehicle Rentals and associated vehicle related costs
  • Veterinarian Services
  • VISA’s and Embassy Related Registration

Cycle Dates

CitiBank Cycle Dates

Please be aware that if the anticipated VP7 production date falls a weekday immediately following the close of cycle.

 

BEGIN CYCLE DATEEND CYCLE DATEANTICIPATED VP7 PRODUCTION DATEDEPARTMENTAL APPROVAL DEADLINE BY 5:00 PM
11/4/25 Tue12/3/25 Wed12/4/25 Thu12/15/25 Mon
12/4/25 Thu01/3/26 Sat01/5/26 Mon01/27/26 Tue
01/4/26 Sun02/3/26 Tue02/4/26 Wed02/24/26 Tue
02/4/26 Wed03/3/26 Tue03/4/26 Wed03/26/26 Thu
03/4/26 Wed04/3/26 Fri04/6/26 Mon04/27/26 Mon
04/4/26 Sat05/3/26 Sun05/4/26 Mon05/26/26 Tue
05/4/26 Mon06/3/26 Wed06/4/26 Thu06/25/26 Thu
06/4/26 Thu07/3/26 Fri07/6/26 Mon07/28/26 Tue
07/4/26 Sat08/3/26 Mon08/4/26 Tue08/12/26 Wed
08/4/26 Tue08/14/26 Fri08/17/2025 after 12:30PM08/26/26 Wed
08/15/26 Sat09/3/26 Thu09/4/26 Fri09/25/26 Fri
U.S. Bank Cycle Dates

Please be aware that if the anticipated VP7 production date falls a weekday immediately following the close of cycle.

 

BEGIN CYCLE DATEEND CYCLE DATEANTICIPATED VP7 PRODUCTION DATEDEPARTMENTAL APPROVAL DEADLINE BY 5:00 PM
11/4/25 Tue12/3/25 Wed12/4/25 Thu12/16/25 Tue
12/4/25 Thu01/5/26 Mon01/6/26 Tue01/26/26 Mon
01/6/26 Tue02/3/26 Tue02/4/26 Wed02/23/26 Mon
02/4/26 Wed03/3/26 Tue03/4/26 Wed03/25/26 Wed
03/4/26 Wed04/3/26 Fri04/6/26 Mon04/24/26 Fri
04/4/26 Sat05/4/26 Mon05/5/26 Tue05/26/26 Tue
05/5/26 Tue06/3/26 Wed06/4/26 Thu06/24/26 Wed
06/4/26 Thu07/3/26 Fri07/6/26 Mon07/27/26 Mon
07/4/26 Sat08/3/26 Mon08/4/26 Tue08/25/26 Tue

Forms

Application Form

Complete an application to request a ProCard.

Exception Request Form

An exception request provides Procard users with the opportunity to justify a procurement need that falls outside the scope of initially approved items.

Missing Receipt Form

If a receipt is lost, destroyed, or misplaced, Cardholders must first contact the vendor to request a copy of their receipt. If the vendor is unable to supply a new receipt, Cardholders must contact the Central ProCard Office, who will advise regarding the required next steps and an access code to the Missing Receipt Form.

Cancellation Request Form

When a ProCard is no longer needed or needs to be cancelled, submit a cancellation request to close a ProCard. 

MIsuse Report Form

A violation or infringement of that agreement is referred to as an "infraction". If an infraction is discovered, it should be reported via this misuse form. Infractions may be reported by: Cardholder, Reconciler, Final Approver, Internal Audits, or the Central ProCard Office.

Object Code Guidance

The object code reference guide is for individuals involved within the reconciliation process and should be used to aid in determining the best object code for each transaction on a payment voucher.

Object Code Guidance

Object Code

Description

Conditional Approval or Additional Steps Required

1313

Advertising Services (no design services allowed)

 

1527

Awards for Employees

 

1528

Awards for Non-Employees

 

1409

Books & Reference Materials

 

1420

Chemicals & Gases

Must be non-hazardous; need to clarify with EHS prior to purchase

1312

Cleaning Services

 

1846

Computer Hardware 

 

1847

Computer Hardware ($500 or more - Inventory Required)

 

1519

Confirmed FRAUD

 

1403

Consumable Fabric (i.e T-shirts, yarn)

 

1402

Consumable Non-Office Supplies

Must not contradict contract with TBS.

1401

Consumable Office Supplies

Supporting documentation must contain fully executed contract. 

1319

Contract Services

 

1304

Copying Services with Toner

 

1343

Educational Program Support

 

1832

Fabricated Items

 

1753

Fees

 

1329

Flowers or Other pershiable items for an individual

Fully executed OOEF required

1415

Food Not for Consumption (i.e. educational or research required)

 

1314

Freight/Delivery

 

1836

Furniture & Equipment

 

1837

Furniture & Equipment ($500 or more - Inventory Required)

 

1830

Furniture/Equipment

 

1340

Gift Cards for Research Study Participants

 

1443

Hardware & Materials

 

1479

Maintenance/Repair of Buildings

 

1481

Maintenance/Repair of Computers (i.e. Warranty or AppleCare)

 

1475

Maintenane/Repair of Furniture/Equipment

 

1425

Medical Supplies

 

1347

Official Occasion

 

1309

Official Student Occasion

 

1440

Parts for Furniture & Equipment

 

1857

Photos (photographer services not allowed)

 

1450

Plants Considered Non-Entertainment

 

1315

Postal services (All USPS expenses or stamps)

 

1357

Printing Services Using Ink

 

1301

Professional Membership Dues

 

1265

Registration Fees for Students (i.e. Conference Reg., Prof Dev., Training)

 

1275

Registration Fees for Employees (i.e. Conference Reg., Prof Dev., Training)

 

1723

Rental of Furniture/Equipment

 

1734

Rental of Space (Conferences/Booths allowed; Storage is not allowed)

 

1452

Roadway: Materials, Supplies and Tooling

 

1311

Shipping

 

1842

Software & Apps

 

1407

Subscriptions, Periodicals

 

1785

Telecom (Other Services Charges)(i.e. Air Card Expenses)

 

1788

Telecom Materials

 

1789

Telecom Services

 

1519

Unauthorized ProCard Transactions

 

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