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FSS/PPS 05.01 - Procurement Card Memorandum of Understanding

Procurement Card Memorandum of Understanding

FSS/PPS No. 05.01
Issue No. 2
Effective Date: 9/17/2020
Next Review Date: 6/01/2025 (E5Y)
Sr. Reviewer: Director of Procurement and Strategic Sourcing

  1. POLICY STATEMENTS

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

    2. UPPS No. 03.01.03, Allowable Purchases of Awards and Flowers, establishes the policy for the purchase of food, refreshments, alcohol, or achievement awards.

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

  2. POLICY

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

      1. student functions or events;

      2. University Advancement and presidential functions;

      3. prospective employee lunches and 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, Allowable Purchases of Awards and Flowers and UPPS No. 03.01.14, SAP Financial Accounting System Access Privileges. The policy and procedure statement will be reviewed and approved by the director of the Office of Procurement and Strategic Sourcing.

    3. The Procurement and Strategic Sourcing department will utilize the card integrity program and run monthly reports to ensure compliance. Compliance will be reviewed based upon the potential misuse reports generated from the program.

    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