Project Information

Bid Title

Procard Reconciliation Expense Tool.

Issuing Agency

Mississippi State University

Location

Mississippi

Published Date

Feb 20, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

Bid MSU2025045 Question & Answers

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Submission Deadline Wed March 4th, 2026 at 2:00 pm

Bid MSU2025045 Question & Answers

Procard Reconciliation Expense Tool.

Attachment Preview

Mississippi State University

Request for Proposals (RFP) MSU2025045

Procard Reconciliation Expense Tool

ISSUE DATE: February 16, 2026

ISSUING AGENCY: Office of Procurement Services

Mississippi State University

405 Garrard Road East

Starkville, MS 39759

Sealed Proposals, subject to the conditions made a part hereof, will be received March 4, 2026

at 2:00 PM in the MSU Office of Procurement Services, same address above, for furnishing

services and potentially, optional services as described herein.

IMPORTANT NOTE: Indicate firm name, and RFP number on the front of each sealed

proposal envelope or package.

All inquiries concerning this RFP should be directed to:

Caleb Alford

Office of Procurement Services, (Same address above)

calford@procurement.msstate.edu

662-325-2550

Any addendum associated with this RFP will be posted at

http://www.procurement.msstate.edu/procurement/bids/index.php located under RFP

MSU2025045. It is the respondent’s responsibility to assure that all addenda have been

reviewed and if applicable, signed and returned.

1

1. UNIVERSITY OVERVIEW

Mississippi State University (MSU) is a comprehensive land grant university of 23,000+

students and approximately 5,000 faculty and staff. The main campus is located adjacent to the

community of Starkville in northeast Mississippi, with a remote campus located in Meridian

with an enrollment of around 700 students. Additionally, the university operates several remote

agricultural experiment stations and has an Extension office located in each of the eighty-two

Mississippi counties.

MSU’s procurement card spend typically exceeds over $60 million annually with around

120,000 individual transactions.

Additional information about MSU can be found at our website www.msstate.edu.

2. INVITATION TO SUBMIT PROPOSAL ON RFP

Mississippi State University (MSU) invites qualified vendors to submit proposals for a cloud-

based procard reconciliation expense tool to improve efficiency, compliance, and transparency

in the management of procurement card activity across the University. MSU seeks a solution

that modernizes receipt management and approval processes, strengthens audit readiness, and

supports consistent oversight for cardholders, approvers, and central Procurement Services

within a single, integrated platform.

3. SCOPE OF SERVICES REQUIRED

The selected vendor shall provide a comprehensive, scalable, and secure procard reconciliation

expense tool that supports MSU’s operational, financial, and compliance requirements. The

solution must include centralized storage of procard receipts and supporting documentation,

workflow-driven approvals based on organizational (org) numbers, and role-based access

controls for authorized users.

The system must integrate seamlessly with MSU’s Ellucian Banner ERP system to support

accurate financial reconciliation, reporting, and oversight of more than $60 million of annual

procurement card spend estimated at around 120,000 transactions. The solution should be

cloud-based, accessible via desktop and mobile devices, and designed to promote ease of use,

transparency, and compliance with institutional policies and internal controls.

To ensure a successful implementation, the proposed system must meet MSU’s absolute

minimum technical and functional requirements. Vendors must provide detailed responses

demonstrating how their solution satisfies each requirement outlined in this section. Proposals

that fail to meet these minimum requirements may be deemed non-responsive and removed

from consideration.

2

The following subsections define MSU’s expectations related to system functionality, workflow

and approvals, integration requirements, security and compliance, reporting capabilities, and

ongoing maintenance and support.

a) Technical Requirements

The following requirements are the absolute minimum standards that a vendor and their

proposed system must meet. Proposals that fail to meet these requirements will be removed

from consideration. Vendors must provide a detailed description of how their system meets

each requirement.

To ensure compatibility, security, and efficiency, the system must include the following:

• Ellucian Banner Integration – The system must integrate seamlessly with MSU’s

existing Ellucian Banner system and have real-time integration options available. Ethos

integration is preferred.

• Cross-Browser Support – The platform must support major web browsers, including

Microsoft Edge, Firefox, Safari, and Chrome.

• Credit Card Feed Integration – The system must support the integration of credit card

feeds, including travel cards, company cards, ghost account cards, and virtual cards.

Transactions should be automatically imported, recorded within the system, and

available for inclusion in expense reports to ensure efficient expense management.

1. The system must accept files from Regions and Visa to import procard charges

(.pgp file format).

• Cloud-Based SaaS Solution – The system must be a hosted, Software-as-a-Service

(SaaS) solution to ensure scalability, accessibility, and reliability.

• Authentication, Single Sign-On (SSO), and Multi-Factor Authentication (MFA)

Support – The system must integrate with MSU’s authentication system, supporting

CAS or Shibboleth for secure and seamless access. It must also support Single Sign-On

(SSO) functionality and be fully compatible with MSU’s Multi-Factor Authentication

(MFA) requirements to enhance security and streamline user access.

• Production and Test Environments – The system must provide separate Production

(PROD) and Test environments. The Test environment must be used exclusively for

training, testing, and validating new upgrades, features, patches, and configuration

changes prior to deployment to the Production (live) environment.

3

b) Users & Access Management

There should be no restrictions on the number of users, and at a minimum, the system must

be able to accommodate MSU’s estimated staff and student population of 30,000 or more.

User permissions and access to system functions must be role-based, allowing individuals to

be assigned multiple roles as needed. These role-based permissions will govern each user’s

ability to add, edit, and view information within the system.

To ensure effective user access management, the system must meet the following

requirements:

• Role-Based Access Control – The system must define role-based access for

cardholders, Approvers, and expense delegates. An audit access role should be offered

to give certain employees read only access to all transactions within the system.

• Work Group/Departmental Access – The system must be able to define a user within

a certain department so that a user can see all of the information for their department or

work group. Departments should only have access to view their department and not

others throughout the University.

• User-Friendly Interface – The platform must provide an intuitive interface that enables

users to submit expense reports easily, with approval workflows that users can update to

route approvals to the appropriate personnel via desktop computer, and mobile device

with native mobile app access.

• Receipt & Documentation Management – Users must be able to upload and store

receipts via both desktop and mobile interfaces. The system should incorporate Optical

Character Recognition (OCR) technology to extract relevant data automatically,

minimizing manual entry. This mobile receipt upload functionality must also be

available offline when the user is not connected to the internet.

• Submission Tracking & Notifications – Users must have the ability to track the status

of their submissions and receive real-time notifications throughout the approval and

reimbursement process.

AI-Driven Training & Onboarding – The system must embed AI-driven training tools to

enhance user adoption and streamline onboarding processes.

c) Reporting/Forms, Custom Fields, Files

The system must provide robust reporting capabilities, customizable fields, and

comprehensive file management to support MSU’s data analysis and compliance needs.

Vendors must describe in detail how their system meets the following requirements:

4

• Multi-Format Reporting – Reports must be available in multiple formats. Most reports

should be viewable on-screen with options to download in Excel, PDF, CSV,

DOC/RTF, or access via API.

• Custom Field Creation – The system must allow select users and system

administrators to create custom fields. If this functionality is restricted, the vendor must

provide technical support personnel to implement custom fields as needed.

• Detailed Reporting Functionality – The bidder must provide a comprehensive

explanation of the system’s reporting capabilities, including customization options,

filtering, and data visualization tools.

• Advanced Monitoring & Aggregation – The system must allow for monitoring and

reporting based on multiple factors, enabling individualized tracking as well as

aggregated and summarized reporting.

• File & Document Uploads – Users must be able to upload documents and images in

multiple formats, including but not limited to .png, .jpg, .jpeg, .pdf, .tif, and .tiff.

• Vendor-Supported Report Development and Assistance– The vendor must provide a

dedicated consultant for custom report writing and custom dashboard creation. This

dedicated reporting consultant would schedule and burst reports to various university

populations on a recurring basis, as needed.

• AI/ML Anomaly Detection – The system must incorporate artificial intelligence (AI)

and machine learning (ML) capabilities to detect irregularities in expense reporting.

• Role-Based Report Access – Report access must be clearly defined based on user roles,

such as Business Author, Consumer, and Manager, ensuring appropriate data visibility.

• Annual System Configuration Review – The system must include an annual review of

its configuration to ensure optimal performance and alignment with institutional needs.

d) Functions

The Procard Expense Reconciliation system must include the following core functions:

• Expense Submission & Approval – Users should be able to submit expense reports

through an intuitive web-based interface via their desktop, and mobile device with

native mobile app access. The system must support approval workflows that will be

managed by admins by organization (departmental) code for routing. The user must be

able to include an ad-hoc routing feature that will route specifically to someone they

need to approve in addition to the organization/departmental code that is used.

• Receipt & Documentation Management – The system must allow users to upload

receipts and supporting documents via desktop and mobile devices with native mobile

app access even when user is offline and not connected to the internet. Optical Character

Recognition (OCR) should be incorporated to extract relevant data automatically,

reducing manual entry. Users should also be able to attach additional documentation as

5

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.