7.8. THE COMMERCIAL CARD PROGRAM

The Texas Comptroller of Public Accounts has established a contract with a designated financial institution to provide commercial card services for State of Texas agencies. The University elected to participate in the program (the “Commercial Card Program”), which includes the Procurement Card and, as a pilot program, the Instant Card (collectively referred to in this policy as the “ProCard”). Each University College/School/Unit (referred to in this policy as a “Department”) has the option to elect whether or not to participate in the Commercial Card Program. By participating in the Commercial Card Program, each University Department assumes full responsibility for Departmental purchases and each individual user warrants strict compliance with all applicable laws, rules, policies, and procedures.  

Procurement Card

The Procurement Card is a University-issued credit card designed to streamline procurement processes for approved business uses. Assigned to a designated Cardholder (the “Cardholder”), the Procurement Card uses University funds and is strictly for purchasing authorized goods and services. 

Instant Card

The Instant Card is a secure, single-use virtual payment solution that may be available to support immediate or short-term official University business needs. The Instant Card is generated electronically and provides a unique card number that can be used for a specific transaction, dollar amount, and timeframe. It is typically issued when a physical card is not practical or when a controlled, one-time payment method is needed.

Instant Cards enhance security and oversight by limiting exposure to fraud, reducing the need to share permanent card credentials, and allowing administrators to define spending parameters in advance. Availability, eligibility, and transaction parameters are determined by the Commercial Card Office and may be updated from time to time.

Purchase Amount Limit

The Commercial Card Program is intended to streamline the process for smaller, low-risk purchases. Individual Departments are authorized to set the maximum purchase amount limit to an amount not greater than $15,000, which is the delegated purchasing authority set forth in Rule 7.2(B) (the “Departmental Maximum”). Subject to the rules set forth herein, an authorized Cardholder may purchase a good or service (including software) for an amount that does not exceed the lesser of (i) the Departmental Maximum, or (ii) $15,000.

Part 7. Purchasing - Table of Contents