The SFA Procurement Card program provides a more efficient, cost-effective method for paying for supplies and small items in amounts not exceeding $5,000. The P-Card is not intended to avoid or bypass appropriate purchasing procedures or bidding requirements. All purchases must be made in accordance with University Policy 17.11 Procurement Card.
The P-Card is to be used for official university business purposes only and may not be used for any personal transactions.
The P-Card is issued in the employee's name. The cardholder (employee) is responsible and accountable for the security and documentation associated with the use of the P-Card. P-Card transactions are expensed through SAP Concur.
Requesting a Card
P-Card and Travel Card applications are requested through SAP Concur. There is no longer a need for the card application paper form. Future cardholders can access the application in SAP Concur by selecting it from the mySFA Resources tab. Refer to the Concur Cardholder Application/Approval Guide for assistance in completing and submitting the form.
Submitted applications will go through a workflow that includes the cardholder's supervisor. If the supervisor is not the department head, then the supervisor must "approve and forward" the application to the appropriate department head for approval. The application will then be processed through the disbursement office. Training will be required before issuance of card.
All cardholders must complete P-Card Procedures training. Banner access is needed if detailing the P-Card.
All reporting cycles periods start on the 4th of the month and end on the 3rd of the following month. Reports are due by 5 p.m. on the 15th of each month, unless the 15th is on a non-work day. Reports begin generating on the 6th of each month.
|Period start||Period end||Due date|
|Aug 4, 2022||Sep 3, 2022||Sep 7, 2022*|
|Sep 4, 2022||Oct 3, 2022||Oct 14, 2022|
|Oct 4, 2022||Nov 3, 2022||Nov 15, 2022|
|Nov 4, 2022||Dec 3, 2022||Dec 15, 2022|
|Dec 4, 2022||Jan 3, 2023||Jan 16, 2023|
|Jan 4, 2023||Feb 3, 2023||Feb 15, 2023|
|Feb 4, 2023||Mar 3, 2023||Mar 15, 2023|
|Mar 4, 2023||Apr 3, 2023||Apr 14, 2023|
|Apr 4, 2023||May 3, 2023||May 15, 2023|
|May 4, 2023||Jun 3, 2023||Jun 15, 2023|
|Jun 4, 2023||Jul 3, 2023||Jul 14, 2023|
|Jul 4, 2023||Aug 3, 2023||Aug 15, 2023|
* to accommodate year end deadline
For purchases that exceed $500, you must identify the vendor and verify their State of Texas warrant hold status. You may look up vendors using the Texas Comptroller search tool, or by contacting the P-Card Coordinator. The P-Card Coordinator will inform all cardholders of vendors found to be on hold with the state that are commonly paid using the P-Card.
Frequently Asked Questions
For questions not addressed on this page, contact us at 936.469.4353 or firstname.lastname@example.org.
How do I find a HUB Vendor?
Visit the Centralized Master Bidders List and Hub Directory Search database to find a HUB vendor.
Do I have to have separate cards for different Fund Organization Programs?
No, not at all. One card can be detailed to different FOPs. If you need your default FOP updated for detailing email the P-Card Coordinator.
The FOPs were originally printed on the cards because we restricted the use of a card to a single FOP. We moved past that procedure and now allow any FOP to be charged to any card.
How can I change my per transaction limit or billing cycle limit?
Have your department head send an email to the Card Services Coordinator email@example.com with approval of the changes that need to be made. Please provide the last four digits of the card number, the cardholder's name and the new limits.
Keep in mind the maximum per transaction is $5,000 and the maximum per billing cycle is $20,000.
Can I purchase furniture with my P-Card?
For furniture/furnishings only needs, contact the Design Center for a recommendation at 936.468.1566 or firstname.lastname@example.org. The Design Center will provide a variety of selections and alternatives as close to budget as possible while maintaining a standard that provides for quality, warranty, etc. plus full-service from entering the requisition to being on-site during installation and handling any problems that arise at that time or during the warranty period, which is a lifetime warranty in most cases.
If the Design Center cannot meet your needs, they will bow out of the process and recommend the department make the purchase with a P-Card or submit a requisition through standard processes.
How do I sign up for a P-Card?
See Requesting a Card.
Can I pay membership dues with my P-Card?
Memberships purchased with local funds may be made with a P-Card. Memberships purchased with state funds cannot be made with a P-Card, but must be submitted on a requisition. Vice president’s approval is an automatic part of the Banner requisition approval process for memberships.