The purpose of this page is to provide guidance on how staff and faculty should properly track their purchase history using The University Procard and communicate purchases to the Finance Manager.
Obtaining Card Information
Contact the finance manager (Antonio Pazo), who will provide Procard information via UT Stache. Stache is a secure and reliable way for sharing of sensitive information and will allow the user to reference card information as needed.
Using the Procard
When making purchases using the Procard, you are required to contact the Finance Manager and notify them of the purchase that will be made. This will allow the business office to document who is making the purchase and the account that will be used to fund the expenses. Please be sure to include an account number that should be used for the specific purchase. If an account number is not known, an account name or reference can be used, and the finance manager will be able to provide that number to the purchaser, so they may have that information for future reference.
Any Amazon purchases should be made using the Butler School Amazon account in order to track purchases. Purchases should NOT be made on personal accounts moving forward; those who continue to do so will have their Procard privileges restricted. If taxes are added to any purchases, it is the responsibility of the purchaser to reimburse the business office for the taxes that were incurred. If taxes are not reimbursed or credited by the vendor, restrictions will be placed on the purchaser.
Providing Receipts
After making purchases, it is important to keep track of all receipts. In order to make this an easier process, the business office is asking purchasers to create a UT BOX folder and share the link with the Finance Manager. It is best practice to label this folder as such: (FIRST NAME, LAST NAME – Purchases)
Once this folder is created and the link is shared with the finance manager, the purchaser can drop all receipts in the folder moving forward. It is best to name each receipt that is placed in the BOX folder: Vendor, the amount, and the account if known (unless an email was provided with the account information).
Example: Amazon – $12.49 – 19-3455-5555
Moving forward these will be the new Procard Procedure rules, unless otherwise communicated by the BSOM Business Office. Please note that continued violations of procard use or the lack of communication of purchases will result in procard restrictions in the future for the purchaser. If there any questions regarding this process, please feel free to reach out to the finance manager at any time.
