Introduction
The purpose of the University of Houston-Clear Lake (UHCL) Procurement Card (P-Card) Program is to establish a more efficient, cost-effective method of purchasing and paying for small-dollar purchases. The program is designed as an alternative to the traditional purchasing process while still following the general Procurement and Accounts Payable (A/P) guidelines. Implementing the P-Card Program to its potential will cause a significant reduction in the volume of purchase orders and vouchers. In addition, the decrease in the corresponding work processes associated with ordering and check writing will result in a substantial cost savings to the University.
Getting Started
Cardholders are designated by their department heads. P-Card applications must be completed by the cardholder and signed by the department head. The department business coordinator must also sign the application to verify the cardholder's default cost center. Questions regarding the application process should be emailed to UHCLProcurement@uhcl.edu.
P-Card Program Information
P-Card Program Cardholder User Guide
Reallocation Information
GCMS ~ Training Guide (BCs and Account Managers)
GCMS ~ Training Guide (Cardholders)
GCMS ~ Running Reports (BCs and Account Managers)
GCMS ~ Running Reports (Cardholders)
Backup Documentation ~ Checklist & Information for Reallocators
Backup Documentation ~ Uploading to PeopleSoft
Miscellaneous Information
Citibank Customer Service 24/7 ~ 1-800-248-4553
Fraudulent Activity ~ Call Citibank Customer Service 24/7 at 1-800-248-4553 AND call P-Card Administrator at X2150
Lost or Stolen Card ~ Call Citibank Customer Service 24/7 at 1-800-248-4553 AND call P-Card Administrator at X2150
TAX EXEMPT CERTIFICATE ~ Email request to UHCLProcurement@uhcl.edu (Request must include name & address of vendor.) Certificate is sent to the requester, not the vendor.
Vendor Hold Status Verification Requirement
Forms
P-Card Application ~ Completed application should be submitted to the P-Card Administrator via email to UHCLProcurement@uhcl.edu. NOTE: Cardholders cannot approve their own applications.
P-Card Termination Agreement ~ Must be signed when a cardholder transfers to another department or leaves the university. Card and agreement should be returned to a UHCL P-Card Administrator in the Procurement Department in the North Office Annex II (NOA II).
Food Service Waiver Request Form ~ Approved waiver must be uploaded as part of the backup documentation for any transaction over $100 paying an off-campus vendor for an on-campus event.
Expense Approval Form (optional)
OSP Expense Pre-Approval Form (Required if using grant funds)
Sample Documents
Sample 1074 Report Showing P-Card Charges
Sample Journal (only if you miss the reallocation deadline)
Sample Transaction Log & Account Status Report with No Transactions