Expense Report Due Dates

Important Reminders

Past Due Expense Reports - Registration for conferences is allowable on the PCard. However,
- If the conference involves foreign travel, the Office of Global Health should approve of the travel before you register. Once approved, email purchasing@ttuhsc.edu for a review. Per HSC OP 72.15: Goods and Services from Foreign Vendors - All foreign purchases for goods and services must be reviewed before completing the order and making payment. Contact the Program Coordinator.
- If the conference includes lodging, please let us know before proceeding with payment. Travel expenses including hotel reservations, are not allowable on the PCard.
- If the conference does not involve foreign travel, and does not include lodging, proceed with payment via PCard.
If you do not reconcile your PCard expenses, please forward past due notices to your delegate.
Failure to take action on past due expenses will result in the suspension of the PCard until the account is fully reconciled.
If the PCard is suspended, the account must be current and in good standing in order to lift the suspension. Expense reports must be fully approved and exported to Banner for complete reconciliation.

Single Meal Expenses - Business meeting meals for a single individual are not allowable on the PCard. A business meeting meal should consist of at least 2 attendees.

Per TTUHSC OP 72.16: Meals provided for employees at business meetings will be allowed when a clear business purpose can be identified. A complete list of all attendees, including title and department and/or company/institution, is required. Social meetings for lunch or dinner will not be reimbursed. A clear business purpose of the meeting MUST be provided.

Wrap up FY 2026 - It's that time of year again! Please ensure that transactions are submitted, fully approved and reconciled timely.
- If you have items in your eWallet that are Citibank transactions, please submit these immediately. Current US Bank pcards will be suspended for outstanding Citibank transactions.
- Blocked out dates for FY 26: The last day to use the PCard for FY 26 funds is 8/24/2026. Expense reports should be submitted throughout the month of August to ensure posting by the statement close date of 09/03/2026. PCard purchases for FY 27 begins 09/04/2026.
If you have any questions or concerns, please contact PCard directly at pcard@ttuhsc.edu.

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