Axe ’Em, Jacks!
The SFA Procurement Card program provides a more efficient, cost-effective method for paying for supplies and small items in amounts not exceeding $5,000. The P-Card is not intended to avoid or bypass appropriate purchasing procedures or bidding requirements. All purchases must be made in accordance with HOP 05-305.
The P-Card is to be used for official university business purposes only and may not be used for any personal transactions.
The P-Card is issued in the employee's name. The cardholder (employee) is responsible and accountable for the security and documentation associated with the use of the P-Card. P-Card transactions are expensed through SAP Concur.
Requesting a Card
P-Card and Travel Card applications are requested through SAP Concur. There is no longer a need for the card application paper form. Future cardholders can access the application in SAP Concur by selecting it from the mySFA Resources tab. Refer to the Concur Cardholder Application/Approval Guide for assistance in completing and submitting the form.
Submitted applications will go through a workflow that includes the cardholder's supervisor. If the supervisor is not the department head, then the supervisor must "approve and forward" the application to the appropriate department head for approval. The application will then be processed through the disbursement office. Training will be required before issuance of card.
Training
All cardholders must complete P-Card Procedures training. Banner access is needed if detailing the P-Card.
Schedule P-Card Procedures Training by accessing the myTraining portal. For more information on training requirements, visit Training.
Reporting Cycles
All reporting cycle periods start on the 4th of the month and end on the 3rd of the following month. Reports need to be submitted and approved by 5 p.m. on the 9th of each month, unless the 9th is on a non-work day, or unless it is the end of year. Reports begin generating on the 6th of each month.
| Period start | Period end | Due date |
|---|---|---|
| Sep 4, 2024 | Oct 3, 2024 | Oct 9, 2024 |
| Oct 4, 2024 | Nov 3, 2024 | Nov 8, 2024 |
| Nov 4, 2024 | Dec 3, 2024 | Dec 9, 2024 |
| Dec 4, 2024 | Jan 3, 2025 | Jan 9, 2025 |
| Jan 4, 2025 | Feb 3, 2025 | Feb 10, 2025 |
| Feb 4, 2025 | Mar 3, 2025 | Mar 10, 2025 |
| Mar 4, 2025 | Apr 3, 2025 | Apr 9, 2025 |
| Apr 4, 2025 | May 3, 2025 | May 9, 2025 |
| May 4, 2025 | Jun 3, 2025 | Jun 9, 2025 |
| Jun 4, 2025 | Jul 3, 2025 | Jul 9, 2025 |
| Jul 4, 2025 | Aug 3, 2025 | Aug 8, 2025 |
| Aug 4, 2025 | Sep 3, 2025 | Sep 4, 2025* |
* subject to change to accommodate end of fiscal year close
Vendor Holds
For purchases that exceed $500, you must identify the vendor and verify its State of Texas warrant hold status. You may look up vendors using the Vendor Hold Search Tool found in mySFA by navigating to Finance → Budget and Finance → Finance SSB. The University may not conduct business with a vendor that is on state hold. Screenshot of results must be attached to P-Card transactions in SAP Concur. More information may be found in the Vendor Hold Search Tool Guide.
Frequently Asked Questions
For questions not addressed on this page, contact us at 936.469.4353 or pcard@sfasu.edu.
How do I find a HUB Vendor?
Visit the Centralized Master Bidders List and Hub Directory Search database to find a HUB vendor.
Do I have to have separate cards for different Fund Organization Programs?
No, not at all. One card can be detailed to different FOPs. If you need your default FOP updated for detailing email the P-Card Coordinator.
The FOPs were originally printed on the cards because we restricted the use of a card to a single FOP. We moved past that procedure and now allow any FOP to be charged to any card.
How can I change my per transaction limit or billing cycle limit?
Have your department head send an email to the Card Services Coordinator pcard@sfasu.edu with approval of the changes that need to be made. Please provide the last four digits of the card number, the cardholder's name and the new limits.
Keep in mind the maximum per transaction is $5,000 and the maximum per billing cycle is $20,000.
Can I purchase furniture with my P-Card?
For furniture/furnishings only needs, contact the Design Center for a recommendation at 936.468.1566 or designcenter@sfasu.edu. The Design Center will provide a variety of selections and alternatives as close to budget as possible while maintaining a standard that provides for quality, warranty, etc. plus full-service from entering the requisition to being on-site during installation and handling any problems that arise at that time or during the warranty period, which is a lifetime warranty in most cases.
If the Design Center cannot meet your needs, they will bow out of the process and recommend the department make the purchase with a P-Card or submit a requisition through standard processes.
Can I pay membership dues with my P-Card?
Memberships purchased with local funds may be made with a P-Card. Memberships purchased with state funds cannot be made with a P-Card, but must be submitted on a requisition. Vice president’s approval is an automatic part of the Banner requisition approval process for memberships.