General

Refer to NMSU Business Procedures Manual 4.40.6X for complete business rules.

Procedures for obtaining a Procurement Card

  1. Complete and submit a Procurement Card Application
  2. Complete required trainings:

Upon successful completion of these requirements, the Procurement Card will be ordered.  When the card is available you will be contacted to pickup. You will also receive a separate email with information on how to log in to the PCard System and access your account.

Card Pick Up – New cards take 7-10 business days to arrive. The cardholder will be notified by email to pick up the card at Hadley Hall Suite100.  Cardholder must pick up card and present picture ID. Out of town cardholders  can contact us to make arrangements.

Card Activation – Use the toll free number provided with your PCard to activate the card. The issuing bank will ask you for a unique identification number. This number will be the last four digits of your Aggie ID (8XXXXXXXX),

Procedures for becoming a PCard Reconciler

  1. Complete and submit the Procurement Card Reconciler/Approver form if Reconciler not included on the cardholder application.
  2. Complete required trainings:

Upon successful completion of these requirements, you will also receive an email with information on how to log in to the PCard System and access your Reconciler account.

Procedures for becoming a PCard Approver

  1. Complete and submit the Procurement Card Reconciler/Approver form if Approver not included on the cardholder application.
  2. Complete the required training, Procurement Card Procedures for Approver. Registration is available at trainingcentral.nmsu.edu.
  3. Optional training for records management:  FSA-RMR Information and Bridge Session http://rmr.nmsu.edu/training.html

Upon successful completion of these requirements, you will also receive an email with information on how to log in to the PCard System and access your Approver account.

Procurement Card Changes

To request Reconciler or Approver changes, submit Procurement Card Reconciler/Approver form.

To request PCard profile changes (index, name changes, contact information, or replace a damaged card), submit Procurement Card Maintenance form.

Cancellations

Upon departmental transfer or termination of employment, submit Procurement Card Maintenance form. Please process immediately so that the card is inactivated.

Limit Increase Request

Submit a PCard Limit or Use Request in the Aggie Service Desk System detailing the circumstances for the temporary increase.Temporary increases may be approved on a case by case basis.

Special Use Request

Submit a PCard Limit or Use Request in the Aggie Service Desk System to use the PCard instead of standard  procurement method. Request must include adequate justification for use of PCard.  Approvals may be approved if no other viable option is available.