Commercial Card Update: Transition from Citibank to U.S. Bank

As part of the University’s bank transition, all cardholders who have received a new U.S. Bank Commercial Card must activate the card before attempting to use it. 

If you have an Amazon Business Prime account:

• Immediately Log in and update your payment method with your new U.S. Bank Commercial Card, following the attached payment guide.

• Your Amazon Business Prime homepage should reflect the University’s Business Prime account (below). 

• If it does not, contact the Amazon System Admin team, as you may be logged into a legacy or personal Amazon account rather than the correct University account.

When entering billing information, use the address on file with U.S. Bank and verify it in the bank’s system. 

• This information is used solely by the bank for card verification purposes. 

• Cards that are not activated or have mismatched address information may experience payment declines. 

• If this occurs, please contact the Commercial Card Program team for support. 

After updating your payment method, please also review and update your delivery address and preferences (including business hours and holiday schedules) in Amazon Business Prime, following the attached delivery instructions.

• Adding Payment Method for Group Admins

• Adding Payment Method for Requisitioners 

• Adding Delivery Preferences

Why Use Amazon Business?

This program enhances visibility into transactions, improves reporting and analytics, and ensures secure ProCard usage.

Additional benefits include:

• Free 2-Day Shipping on eligible items

• Sales Tax-Exemption for Qualifying Items (based on ship to address in Texas)

• Business Pricing and Discounts

• Expanded Product Selection for Business customers

• Dedicated Customer Support for Business Accounts

Please note it does NOT include Prime Video, Music, Reading, Amazon Fresh and Whole Foods Market items.

Access

Amazon Business is accessed through a standalone portal in FRMS using single sign on (SSO). All UT Austin employees can authenticate using their UT credentials.

Before accessing the site, ensure your work email address is updated in Workday. This should be the same email address used across all eProcurement platforms for authentication.

• Do not use personal email addresses for the Amazon Business Prime account. 

• Do not use your University email address for a personal Amazon Prime account.
   

The benefits of the Amazon Business account are for the University as an institution, not for individual use.

 

To verify your email in Workday:

1. Sign in to Workday.

2. From the left-hand menu, select Personal, then choose Personal Information.

3. Select Change > Contact Information.

4. Click the Edit under My Contact Information.

5. Scroll to the Work Contact Information section.

6. Click the Pencil icon, enter your primary work email, and change the visibility to Public. 

7. Click the Checkmark icon to save.

8. Select Submit at the bottom of the page. The usage will then display Work (Primary).
    

Please allow one business day for the information to sync. You can verify the update was completed successfully in the UT Directory.

Registration

Once your Workday email update has synced:
 

• Request an invitation via email from your departmental Amazon administrator to add you to the Business Account OR

• If you do not know your administrator, email the PPS Systems Admin team with:

  • Your required role, and

  • The group you would like to join

    
    If you do not know the group name, reference a colleague on the team so the administrator can identify the correct group.
     

• You will receive a registration email and have 90 days to accept the invitation before it expires.

• Follow the instructions in the registration email to complete setup.

Video - Registration Guide

Roles and Responsibilities

The PPS Systems Admin team manages the overall Amazon Business account for the University. Group administrators are responsible for their respective CSUs.

Primary roles

Administrators can:

• Manage members and assign roles

• Create groups and subgroups

• Manage shared settings (addresses, payment methods), policies, and approvals

• View all group orders

• Access reporting and analytics
   

Buyers (Requisitioners) can:

• Place and manage orders using approved payment methods and shipping addresses

• View their own order status and order history
   

Additional Roles

Finance role may be assigned to Accounts Payable/Finance Managers for visibility.
Do NOT assign Tech roles. These are managed exclusively by the PPS Systems Admin team.

Amazon Resources

Quick Guides:

• User Roles and Permissions

• Adding Delivery Preferences

• Adding Payment Method for Requisitioners

ProCard Information

• Procard Website

• Procurement Procedures for cardholders

• Payment vouchers/reconciliation

• Procard disallowed list  

Admin Guides: 

• Member Overview

• Group Overview

• Manage users

  • Do NOT remove users from your group when they leave the University. Instead, send their contact information to the PPS Systems Admin team who will move them to an inactive user folder to preserve order history.

• Adding Payment Method for Group Admins

• Adding Delivery Preferences

• Configure Spend Limits and Approvals

• Approving requests