ProCard Coronavirus Guidance for Cardholders and Managers

The ProCard Team has provided the following updates and guidance to ProCard holders and managers.

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

• Office Supplies
  • When possible, please continue to use the mandatory contract with Office Max/Office Depot through Today's Business Solutions (TBS)
  • Please note that office furniture should not be included
  •  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.
• Off campus shipments
  • 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

• Spending Limit Increase Requests
  • If a single or cycle limit adjustment is needed, please utilize one of the following processes:
    • Single and Cycle Limit Adjustment Request Form
    • CSU Business Officer Approval Email

• 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
• Electronic Documentation Resource Options to Support Social Distancing. 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.