Policies & Procedures
The University’s Commercial Card program is governed by a strict set of internal controls designed to safeguard institutional funds. This section
outlines the mandatory policies and documentation requirements for all cardholders and approving officials. By adhering to these procedures, you
help ensure the University remains compliant with state and federal regulations, as well as internal auditing standards.
Handbook of Business Procedures
7.8.0 The Commercial Card Program
7.8.1 Procedures for ProCard Holders
7.8.2 ProCard Application and Issuance Process
7.8.3 Appropriate Conduct with ProCards
7.8.5 Payment Voucher Processing
Cycle Dates
U.S. Bank Cycle Dates
| BEGIN CYCLE DATE | END CYCLE DATE | ANTICIPATED VP7 PRODUCTION DATE | DEPARTMENTAL APPROVAL DEADLINE BY 5:00 PM |
| 06/4/26 Thu | 07/3/26 Fri | 07/7/26 Tue | 07/27/26 Mon |
| 07/4/26 Sat | 08/3/26 Mon | 08/5/26 Wed | 08/25/26 Tue |
| 08/04/26 Tue | 09/03/26 Thu | 09/08/26 Tue | 09/24/26 Thu |
| 09/04/26 Fri | 10/05/26 Mon | 10/07/26 Wed | 10/26/26 Mon |
| 10/06/26 Tue | 11/03/26 Tue | 11/05/26 Thu | 11/20/26 Fri |
| 11/04/26 Wed | 12/03/26 Thu | 12/07/26 Mon | 12/16/26 Wed |
| 12/04/26 Fri | 01/04/27 Mon | 01/06/27 Wed | 01/25/27 Mon |
| 01/05/27 Tue | 02/03/27 Wed | 02/05/27 Fri | 02/22/27 Mon |
| 02/04/27 Thu | 03/03/27 Wed | 03/05/27 Fri | 03/25/27 Thu |
| 03/04/27 Thu | 04/05/27 Mon | 04/07/27 Wed | 04/26/27 Mon |
| 04/06/27 Tue | 05/03/27 Mon | 05/05/27 Wed | 05/24/27 Mon |
| 05/04/27 Tue | 06/03/27 Thu | 06/07/27 Mon | 06/24/27 Thu |
| 06/04/27 Fri | 07/05/27 Mon | 07/07/27 Wed | 07/26/27 Mon |
| 07/06/27 Tue | 08/03/27 Tue | 08/05/27 Thu | 08/25/27 Wed |
Vendor Compliance Guidelines
This section outlines the mandatory compliance and screening procedures required for all university procurement activities. To ensure full regulatory alignment, purchasers must complete and document two critical verifications before finalizing any vendor transaction:
Executive Order GA-48 & Foreign Adversary Restrictions
What is Executive Order GA-48?
GA-48 prohibits UT Austin from contracting with Prohibited Entities for any goods or services. This strict state-mandated restriction applies to absolutely all university purchases, regardless of the funding source, cost, or payment method.
Who qualifies as a "Prohibited Entity" under GA-48?
Prohibited Entities are vendors listed under federal NDAA restrictions or based in foreign adversary countries, specifically the People's Republic of China, North Korea, Iran, Cuba, Russia, and Venezuela. The restriction is based strictly on where the company is headquartered or based, not where the individual goods are manufactured.
What are my responsibilities regarding Prohibited Entities before making a purchase?
You must verify that your vendor is not a Prohibited Entity before purchasing, as personal funds used with these entities will not be reimbursed. If the vendor is compliant, proceed normally; if they are a Prohibited Entity, do not use a ProCard and instead contact procurement@austin.utexas.edu for alternative sourcing.
Vendor Hold Search
What is a Vendor Hold Search and when is it required?
A vendor hold search is mandatory for all credit card transactions in the amount of $500 or more to ensure state funds do not go to entities indebted to the State of Texas. This compliance step is required by Texas Government Code Section 2252.903.
How do I process a Vendor Hold Search?
Online Search Tools: Use the Vendor Hold EID Search tool for vendors with a UT EID. For all other vendors, use the State of Texas TIN Number Search tool, searching by business name or FEIN to find the Taxpayers ID#.
DEFINE Financial System: Look up the vendor under screens GG4 or GG3. An asterisk (*) next to the vendor's name indicates an active hold.
POINT Plus Portal: Search the vendor name in the Vendor section. A restricted vendor will be flagged with the word "hold".
How do I document that the vendor hold check was completed?
Capture and save a full-screen screenshot of your search results immediately after verification, ensuring your computer's date and timestamp are clearly visible regardless of whether the vendor is found or not. This serves as mandatory compliance documentation that must be submitted with your transaction records to prove no active warrant holds existed at the time of purchase.