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FSS/PPS 05.01 - Procurement Card Memorandum of Understanding

Procurement Card Memorandum of Understanding

FSS/PPS No. 05.01 (03.08.01)
Issue No. 1
Effective Date: 6/01/2015
Next Review Date: 6/01/2020 (E5Y)
Sr. Reviewer: Director of Procurement and Strategic Sourcing

  1. PURPOSE

    1. This PPS establishes procedures for Office of Procurement and Strategic Sourcing to enter into a Memorandum of Understanding (MOU) with departments, divisions, or individual P-Card holders for the exemption of the Procurement Card (P-Card) Waiver requirements when purchasing awards, flowers, food, or refreshments related to business purposes.

    2. UPPS No. 03.01.03, Purchase of Awards, Flowers, Food, or Refreshments, establishes the policy for the purchase of food, refreshments, alcohol, or achievement awards.

    3. FSS/PPS No. 03.11, Business Meals, establishes the policy for business meals.

  2. POLICY

    1. A MOU will be available to selected P-Card users that be subject to the following situations:

      1. Student functions or events.

      2. University Advancement and Presidential functions.

      3. Prospective employee lunches/dinners, guest speakers, and lecturers

  3. PROCEDURES

    1. The Office of Procurement and Strategic Sourcing will strategically select and recommend offices that need an MOU based on usage and prior history.

    2. Each department, division, or individual cardholder will submit to the Director of the Office of Procurement and Strategic Sourcing an internal policy and procedure statement outlining the steps assuring compliance with the MOU, UPPS No. 03.01.03, Purchase of Awards, Flowers, Food, or Refreshments and FSS/PPS No. 03.11, Business Meals. The policy and procedure statement will be reviewed and approved by the Director of the Office of Procurement and Strategic Sourcing.

    3. The Assistant Director of Procurement and Strategic Sourcing will run weekly reports to ensure compliance. Compliance reviews will be conducted.

    4. If compliance is not being met, the MOU will be voided and the waiver process will be required.

    5. If the criteria noted in 02.01 are not met, a MOU will not be issued and the waiver process is required.

  4. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Director, Procurement and Strategic Sourcing June 1 E5Y
      Associate Vice President for Financial Services June 1 E5Y
      Vice President for Finance and Support Services June 1 E5Y
  5. CERTIFICATION STATEMENT

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Director, Procurement and Strategic Sourcing; senior reviewer of this PPS

    Associate Vice President for Financial Services

    Vice President for Finance and Support Services