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Paying with a Procard
and
Upcoming Procard TrainingPTCA
FAR Meeting 05/06/14
Paying with a Procard
and
Upcoming Procard TrainingPTCA
FAR Meeting 05/06/14
PO Open Encumbrances from DEFINE
PO Open Encumbrances from DEFINE
• Can we use our Procards to pay open purchases orders from Define?
– YES, and we encourage you to do so.
• Can we use our Procards to pay open purchases orders from Define?
– YES, and we encourage you to do so.
PO Open Encumbrances from DEFINE
PO Open Encumbrances from DEFINE
• What am I required to do in order to use my Procard?
– PO cannot exceed $5,000, including freight– Items on the PO do not have Procard restrictions – Contact vendor and confirm if they accept credit cards
• What am I required to do in order to use my Procard?
– PO cannot exceed $5,000, including freight– Items on the PO do not have Procard restrictions – Contact vendor and confirm if they accept credit cards
PO Open Encumbrances from DEFINE
PO Open Encumbrances from DEFINE
• What if my PO balance exceeds the $5,000?
– Contact Purchasing:
Yvette Medina
Purchasing Business Analyst
ext. 4974
• What if my PO balance exceeds the $5,000?
– Contact Purchasing:
Yvette Medina
Purchasing Business Analyst
ext. 4974
PO Open Encumbrances from DEFINE
PO Open Encumbrances from DEFINE
• What if my PO exceeds the $5,000, but my balance is less than $5,000?– Remainder balances on open PO’s can be paid with a
Procard only if less than $5,000. – Contact DTS, provide PO number for verification– Balance must be paid in full– One time exceptions will be granted. – All documentation is required for each Procard transaction.
• What if my PO exceeds the $5,000, but my balance is less than $5,000?– Remainder balances on open PO’s can be paid with a
Procard only if less than $5,000. – Contact DTS, provide PO number for verification– Balance must be paid in full– One time exceptions will be granted. – All documentation is required for each Procard transaction.
Procard DocumentationProcard Documentation• What documentation is required to support my
Procard payment?– Complete Procard Log– Attached backup documentation
• Include a copy of the Legacy Purchase Order completed in Define• Packing Slips• Itemized Vendor Invoice• Receiving Report
• What documentation is required to support my Procard payment?– Complete Procard Log– Attached backup documentation
• Include a copy of the Legacy Purchase Order completed in Define• Packing Slips• Itemized Vendor Invoice• Receiving Report
Procard Payment Due DatesProcard Payment Due Dates
• UTShare payment due dates are as follows:– Citibank Statement date for April 4th thru May 3rd
• Cardholders must begin to reconcile transactions on May 13th
• Department Managers must approve by May 20th
– Citibank Statement date for May 4th thru June 3rd
• Cardholders must begin to reconcile transactions on June 6th
• Department Managers must approve by June 20th
• UTShare payment due dates are as follows:– Citibank Statement date for April 4th thru May 3rd
• Cardholders must begin to reconcile transactions on May 13th
• Department Managers must approve by May 20th
– Citibank Statement date for May 4th thru June 3rd
• Cardholders must begin to reconcile transactions on June 6th
• Department Managers must approve by June 20th
Procard Training in UTShare/PS Procard Training in UTShare/PS
PS 208.01 Procard Processing Using UTShare
• Thu., May 8th 8:30 – 10:30 UH2 1.114 1:30 – 3:30 MB 0.328
• Thu., May 15th 8:30 – 10:30 UH2 1.114 1:30 – 3:30 MB 0.328
• Thu., May 22 1:30 – 3:30 FS 3.412 – Downtown• Thu., May 29 8:30 – 10:30 UH2 1.114
1:30 – 3:30 MB 0.328
PTCA Contact InformationPTCA Contact Information
– email: [email protected]– Fax: 458-4849– Lisa Bixeman, ext. 7993, [email protected]– Anne Jackson, ext. 4059, [email protected]
– email: [email protected]– Fax: 458-4849– Lisa Bixeman, ext. 7993, [email protected]– Anne Jackson, ext. 4059, [email protected]
Questions? Questions?
