ProCard Key Resources and Reminders - Fall Semester 2020

To facilitate business operations as we begin the fall semester, the Central ProCard Team wants to provide you with key resources and reminders to support ProCard purchases that meet your business needs while complying with university policies and procedures. It is important to note that as we move into the fall, policies, processes and procedures may be updated to keep pace with changing conditions. We appreciate your continued flexibility and patience as we navigate the COVID-19 pandemic together.

Below, please find information about the following topics:

  • ProCard Project Roll Out
  • Procurement of Personal Protective Equipment (PPE)
  • Office Supply Purchases
  • Spending Practices and Transaction Monitoring

ProCard Project Roll Out

The ProCard Project Roll Out is moving along steadily with a number of changes due to the COVID-19 pandemic. To date, 64% of units on campus have either completed the roll out within their CSU or are currently in progress to do so. If your CSU has not gone through the new training and card reissuance yet, your CSU Business Officer will notify you when your unit is scheduled to do so. Training sessions are still conducted live, but are done virtually via Zoom. If you need to complete training individually because your card has expired, you are new to your position, or there is another pressing business need, you may register for the training in UTLearn.   

Once units have completed the ProCard rollout, they will receive access to the new campus-wide Amazon Business Prime account. As a reminder, if your CSU has implemented this, please be sure to make all Amazon purchases through the campus business prime account. 

Procurement of PPE

We recognize the importance of procuring PPE in a timely and cost-effective manner; however, the ProCard is not the preferred method for purchasing PPE. Procurement and Payment Services (PPS) provided each College, School and Unit (CSU) Business Officers with a PPE Request Form for procuring PPE on behalf of their entire CSU. The PPE Request Form is the preferred university practice because it:

  • Provides some cost, time, and effort savings for your CSU
  • Assures PPE items meet quality control standards
  • Prevents competing internally with the same vendors
  • Helps track more of the university’s PPE spend for potential reimbursement later

If you have any questions related to usage of the PPE Request Form, please reach out to your CSU Business Officer.

Office Supply Purchases

When purchasing traditional office supplies, please continue to use our mandatory contract with Office Max/Office Depot through Today’s Business Solutions (TBS). Please note that the ProCard is not the preferred purchasing method for furniture purchases. 

If you are working on campus this fall, please use UT Market to purchase and deliver items to campus as you normally would. 

If you are working remotely this fall, off campus shipments are approved and an exception request is not required.  Please note that if items are received at home, the custodian of the goods is still The University of Texas at Austin.

For remote workers, please follow the process outlined here.

Spending Practices and Transaction Monitoring

During this unprecedented pandemic, exercising prudent fiscal practices is more important than ever. 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 you are only considering critical purchases that are essential to your business operations. By being mindful and strategic in your spending during this time, we can collectively position the university for a faster recovery.

Please note that transactions are still being monitored by the Central ProCard Office. While our goal is to help facilitate your operational needs, any improper use of the ProCard will be subject to consequences that may include disciplinary action.

If you have any questions or need guidance, 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 we are committed to continuing to support the purchasing needs of your units.

Sept. 1, 2020