TWU Credit Card Guidelines and Updates
Procurement Spring Training
TWU Credit Card Overview
What’s new
•
B
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)
:
Texas Woman’s University
304 Administration Drive
Attn: Financial Services
Denton, TX 76209-2098
This action does not change any “ship to” addresses that departments use to receive mail and other
deliveries. The zip+4 is
only
for TWU credit cards, not other TWU Denton addresses which are 76204.
•
A
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t
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a
i
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i
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o
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B
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e
:
–
All TWU credit card holders will be required to take annual Bridge training courses.
•
A
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f
i
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d
:
–
An approved Project Information Form (PIF) from
FMC Project Management
is
required before
all
furniture purchases. Total purchase must be less than PCard
single transaction limit.
What’s new
•
U
p
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F
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)
:
–
See the Procurement website for the complete list of guidelines:
https://twu.edu/procurement/procurement-card-pcard-program/allowable-
purchases/foodbusiness-meals/
–
Itemized receipts, list of attendees and meeting
agenda are required.
–
The IRS requires “who, what, when, where and why”
(the 5 W’s) documentation for business meals.
–
Not
allowed using appropriated money (110
accounts).
–
The maximum per-person food amount for a
business meal, as shown (see exceptions on the website).
*The maximum per-person amount listed above includes the cost of the food, beverages, labor and
sales tax (if applicable), gratuities, delivery charges and other service charges.
TWU Credit Cards
•
T
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*
*Unless your card has a higher requested temporary or permanent limit.
•
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•
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.
–
Pull a Vendor Hold report
before
you make the purchase and save the report.
–
The report
must
be attached to the transaction with receipts in Concur.
•
S
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–
TWU, as an agency of the State of Texas, is tax exempt within the State of Texas.
–
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.
TWU Credit Cards
•
S
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(
f
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)
–
TWU encourages the use of our preferred supplier
Summus Industries
for office
supplies and other items. Email
procure@twu.edu
to get your account set up.
–
Summus is a HUB vendor, which benefits the university.
•
A
m
a
z
o
n
B
u
s
i
n
e
s
s
–
TWU PCard holders and Dept. PCard reconcilers will be invited to join TWU
Amazon Business. *email ccservices if you haven’t gotten an invitation yet.
–
Amazon uses the Google single sign-on (no password will be used).
–
Don’t purchase from a personal Amazon account.
N
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T
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:
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.
Types of PCards
•
D
e
p
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m
e
n
t
P
C
a
r
d
–
Issued to a TWU department and managed by TWU full-time
employees (primary and secondary reconcilers).
–
The department name (or abbreviated name) is printed on the PCard.
–
The Department PCard can be “checked out” for use by any authorized user
within the department (must have a current user agreement form on file).
–
The primary reconciler must submit the “check out log” and all “user agreement
forms” for each user monthly with their Expense Report.
•
I
n
d
i
v
i
d
u
a
l
P
C
a
r
d
–
Can only be issued to a full-time TWU employee.
–
The employee’s name is printed on the PCard.
–
That employee is the only person authorized to use the PCard.
Reconciling and deadlines
•
A
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.
–
PCard transactions are automatically uploaded into Concur.
–
Travelers can upload their travel receipts into Concur.
•
A
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.
–
Employees are
not
reimbursed on a Check Request.
TWU credit card reporting deadlines:
–
T
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Prospective Employee or Donor Travel
•
C
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m
p
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e
?
–
Yes, but the process is different. See the Travel website for all details.
•
Only
hotel and airfare can be charged to an employee’s Travel Card.
•
Any out-of-pocket expenses incurred by the prospective employee will be
reimbursed on a Check Request.
•
All itemized receipts must be submitted and reconciled by the TWU employee
(Travel Card and Check Request).
•
Prospective employees are no longer added into Concur.
•
An Oracle supplier number must be created for each prospective employee if
TWU is paying for any expenses.
•
Complete the
Prospective Employee Form
found on the Procurement
website. Email the form to
TWUSupplier@twu.edu
.
Concur First Steps
•
W
h
a
t
i
s
C
o
n
c
u
r
?
–
TWU’s travel and expense management software.
•
I
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.
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t
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p
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n
C
o
n
c
u
r
?
–
Employees are automatically uploaded into Concur once they’re set up in Human
Resources.
–
You can access Concur using your Google single sign-on.
–
The link to Concur is on the Procurement Services website
https://twu.edu/procurement/
–
Click
here
for first time log-in instructions (under the Training Calendar in the
CONCUR and PCARD dropdown: “First time log-in to Concur”.)
Common Questions
•
W
h
y
i
s
n
’
t
m
y
c
h
a
r
t
s
t
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i
n
g
i
n
C
o
n
c
u
r
?
–
Account numbers (now called chart strings) are automatically loaded into Concur
each night, if the account is funded properly.
–
The account MUST have money in either M&O or Travel.
–
If the account has money but is still not showing in Concur you can email
Concur@twu.edu
for guidance.
•
I
d
r
o
v
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m
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c
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l
C
a
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d
?
–
N
o
.
G
a
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e
x
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.
Common Questions
•
C
a
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I
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m
y
T
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a
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C
a
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s
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p
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s
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s
?
–
N
o
,
t
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a
v
e
l
c
a
r
d
s
m
a
y
n
o
t
b
e
u
s
e
d
.
–
All travel expenses for guest speakers are the responsibility of the speaker.
–
Expenses are to be included in their fee.
–
Department must do a contract and requisition
prior to
the event.
•
I
l
o
s
t
m
y
T
W
U
c
r
e
d
i
t
c
a
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d
.
W
h
a
t
d
o
I
d
o
?
–
Call Citibank Customer Service immediately at 800-248-4553 to report your lost
card and request a replacement card. Then email
ccservices@twu.edu
to advise
us that you have called Citibank.
Common Questions
•
I
’
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t
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?
–
N
o
,
a
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e
m
p
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o
y
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c
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n
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i
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t
r
a
v
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l
c
a
r
d
.
–
The employee must call Citibank to find the cause for the decline; then if needed,
contact the Credit Card Services team to help resolve the issue.
–
Using your Travel Card for
students
is allowed for
Student Group Travel
.
•
I
c
h
a
r
g
e
d
a
p
e
r
s
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T
W
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d
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b
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m
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a
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e
.
H
o
w
d
o
I
p
a
y
b
a
c
k
t
h
e
u
n
i
v
e
r
s
i
t
y
?
–
Errors on any TWU credit card (PCard or Travel Card) must be repaid to TWU using
this form on the Procurement website:
Form to repay TWu for personal expense
–
See instructions on page 1. This form is
not
on the Bursar’s website.
Resources
•
P
r
o
c
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r
e
m
e
n
t
S
e
r
v
i
c
e
s
t
r
a
i
n
i
n
g
c
a
l
e
n
d
a
r
:
–
Register for virtual training sessions.
–
Sessions are scheduled for all divisions of Procurement.
–
Watch the calendar for updates and additions.
•
P
r
e
f
e
r
t
o
r
e
a
d
s
t
e
p
-
b
y
-
s
t
e
p
d
i
r
e
c
t
i
o
n
s
?
–
We offer training tools to walk you through processes on your own.
–
Look below the training calendar for dropdown menus.
•
F
r
e
q
u
e
n
t
l
y
a
s
k
e
d
q
u
e
s
t
i
o
n
s
:
–
Quickly find answers to common questions on the Procurement website
https://twu.edu/procurement/training-and-resources/
Who to Contact?
•
All TWU credit card questions (PCard and Travel Card)
ccservices@twu.edu
•
Concur questions
concur@twu.edu
The Credit Card Services team monitor both email boxes and tries to reply promptly to
your questions.
•
Training resources are located on our website:
https://twu.edu/procurement/training-and-resources/
Quiz time!!
1
.
T
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F
a
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:
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.
2
.
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4
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3
.
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Thanks for attending today’s event! Email any questions you have,
and check out the training sessions coming up!
TWU Procurement office provides important updates regarding credit card usage, billing addresses, food/business meal limits, card limits, preferred suppliers, and Amazon Business usage. Stay informed about annual training requirements, furniture purchase approvals, and necessary documentation for business meals.
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Presentation Transcript
Procurement Spring Training TWU Credit Card Overview
Whats new Billing address for all TWU credit cards (all campuses): Texas Woman s University 304 Administration Drive Attn: Financial Services Denton, TX 76209-2098 This action does not change any ship to addresses that departments use to receive mail and other deliveries. The zip+4 is only for TWU credit cards, not other TWU Denton addresses which are 76204. Annual training on Bridge: All TWU credit card holders will be required to take annual Bridge training courses. Approval for furniture purchases, clarified: An approved Project Information Form (PIF) from FMC Project Management is required before all furniture purchases. Total purchase must be less than PCard single transaction limit.
Whats new Updated Food/Business meal limits (PCard and Travel Card): See the Procurement website for the complete list of guidelines: https://twu.edu/procurement/procurement-card-pcard-program/allowable- purchases/foodbusiness-meals/ Itemized receipts, list of attendees and meeting agenda are required. The IRS requires who, what, when, where and why (the 5 W s) documentation for business meals. Not allowed using appropriated money (110 accounts). The maximum per-person food amount for a business meal, as shown (see exceptions on the website). *The maximum per-person amount listed above includes the cost of the food, beverages, labor and sales tax (if applicable), gratuities, delivery charges and other service charges.
TWU Credit Cards TWU PCards have a single purchase limit of $3,500* and a monthly limit of $15,000* Travel card monthly limits vary by traveler (depends on issue date)* *Unless your card has a higher requested temporary or permanent limit. All cards: the billing cycle begins on the 4thof each month. A Vendor Hold report is required for ALL purchases $500 or more. Pull a Vendor Hold report before you make the purchase and save the report. The report must be attached to the transaction with receipts in Concur. Sales tax is not allowed on a PCard. TWU, as an agency of the State of Texas, is tax exempt within the State of Texas. Travel: Texas hotel state occupancy taxes are exempt (city, county taxes are allowed).
TWU Credit Cards Summus Industries (first choice) TWU encourages the use of our preferred supplier Summus Industries for office supplies and other items. Email procure@twu.edu to get your account set up. Summus is a HUB vendor, which benefits the university. Amazon Business TWU PCard holders and Dept. PCard reconcilers will be invited to join TWU Amazon Business. *email ccservices if you haven t gotten an invitation yet. Amazon uses the Google single sign-on (no password will be used). Don t purchase from a personal Amazon account. NOTE: Check out the Allowable Purchases and Restricted PCard Purchases lists on our website. Some purchases require additional documentation and/or approvals before purchases are made.
Types of PCards Department PCard Issued to a TWU department and managed by TWU full-time employees (primary and secondary reconcilers). The department name (or abbreviated name) is printed on the PCard. The Department PCard can be checked out for use by any authorized user within the department (must have a current user agreement form on file). The primary reconciler must submit the check out log and all user agreement forms for each user monthly with their Expense Report. Individual PCard Can only be issued to a full-time TWU employee. The employee s name is printed on the PCard. That employee is the only person authorized to use the PCard.
Reconciling and deadlines All PCard and Travel Card expenses must be reconciled in Concur. PCard transactions are automatically uploaded into Concur. Travelers can upload their travel receipts into Concur. All employee reimbursements must be reconciled in Concur. Employees are not reimbursed on a Check Request. TWU credit card reporting deadlines: Travel Expense Reports: due within 90 days of the last date of travel. PCard Expense Reports: online approval and supporting documentation (receipts, vendor hold, etc.) must be completed in Concur by the 13th of each month. *You can submit your Report on the 6thof each month, not before.
Prospective Employee or Donor Travel Can I pay travel expenses for a prospective employee? Yes, but the process is different. See the Travel website for all details. Only hotel and airfare can be charged to an employee s Travel Card. Any out-of-pocket expenses incurred by the prospective employee will be reimbursed on a Check Request. All itemized receipts must be submitted and reconciled by the TWU employee (Travel Card and Check Request). Prospective employees are no longer added into Concur. An Oracle supplier number must be created for each prospective employee if TWU is paying for any expenses. Complete the Prospective Employee Form found on the Procurement website. Email the form to TWUSupplier@twu.edu.
Concur First Steps What is Concur? TWU s travel and expense management software. I m new to TWU. How do I get an account set up in Concur? Employees are automatically uploaded into Concur once they re set up in Human Resources. You can access Concur using your Google single sign-on. The link to Concur is on the Procurement Services website https://twu.edu/procurement/ Click here for first time log-in instructions (under the Training Calendar in the CONCUR and PCARD dropdown: First time log-in to Concur .)
Common Questions Why isn t my chart string in Concur? Account numbers (now called chart strings) are automatically loaded into Concur each night, if the account is funded properly. The account MUST have money in either M&O or Travel. If the account has money but is still not showing in Concur you can email Concur@twu.edu for guidance. I drove my car to a conference. Can I pay for gas on my Travel Card? No. Gas expense is covered by mileage reimbursement and is not allowed on the TWU travel card. Choose Personal Car Mileage in your expense report that utilizes Google Maps for mileage calculation.
Common Questions Can I use my Travel Card to pay for a guest speaker s travel expenses? No, travel cards may not be used. All travel expenses for guest speakers are the responsibility of the speaker. Expenses are to be included in their fee. Department must do a contract and requisition prior to the event. I lost my TWU credit card. What do I do? Call Citibank Customer Service immediately at 800-248-4553 to report your lost card and request a replacement card. Then email ccservices@twu.edu to advise us that you have called Citibank.
Common Questions I m traveling with a TWU colleague and their Travel Card declined. Can I use my Travel Card to pay for their travel expense? No, an employee cannot pay for another employee s expenses on their travel card. The employee must call Citibank to find the cause for the decline; then if needed, contact the Credit Card Services team to help resolve the issue. Using your Travel Card for students is allowed for Student Group Travel. I charged a personal expense on my TWU credit card by mistake. How do I pay back the university? Errors on any TWU credit card (PCard or Travel Card) must be repaid to TWU using this form on the Procurement website: Form to repay TWu for personal expense See instructions on page 1. This form is not on the Bursar s website.
Resources Procurement Services training calendar: Register for virtual training sessions. Sessions are scheduled for all divisions of Procurement. Watch the calendar for updates and additions. Prefer to read step-by-step directions? We offer training tools to walk you through processes on your own. Look below the training calendar for dropdown menus. Frequently asked questions: Quickly find answers to common questions on the Procurement website https://twu.edu/procurement/training-and-resources/
Who to Contact? All TWU credit card questions (PCard and Travel Card) ccservices@twu.edu Concur questions concur@twu.edu The Credit Card Services team monitor both email boxes and tries to reply promptly to your questions. Training resources are located on our website: https://twu.edu/procurement/training-and-resources/
Quiz time!! 1. True or False: I can loan my PCard to a co-worker. The card has my name on it. 2. When is the PCard Reporting deadline? A) the 4th of the month B) the 13thof the month C) whenever I get it completed 3. True or False: the billing address for my TWU credit card is my office address. 4. True or False: Summus is the preferred supplier for office supplies. 5. I must do a Vendor Hold report for PCard purchases of what dollar amount? A) All purchases B) $400 or more C) $500 or more 6. True or False: I can loan my Travel Card to a colleague whose card was declined on a trip. 7. True or False: If I pay out-of-pocket for a business-related expense, I get reimbursed by Check Request.
Quiz time!! 8. True or False: I can travel to a conference without submitting a Travel Request first. 9. I traveled to a conference in February 2024. When is my Travel Expense Report due? A) one week after I return. B) in March, one month after I return. C) in May, within 90 days of my last travel date. 10. I have questions about my PCard Report and a trip I m taking next month. Who do I contact do answer both questions? A) I email ccservices@twu.edu B) I ask a co-worker, they might know the answer. C) I email concur@twu.edu D) either A or C both email boxes are monitored by the Credit Card Services team. Thanks for attending today s event! Email any questions you have, and check out the training sessions coming up!
