Paying with a Procard a nd Upcoming Procard Training PTCA FAR Meeting 05/06/14

1. Paying with a Procard and Upcoming Procard Training PTCA FAR Meeting 05/06/14

2. 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.

3. 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

4. PO Open Encumbrances from DEFINE • What if my PO balance exceeds the $5,000? • Contact Purchasing: Yvette Medina Purchasing Business Analyst yvette.medina@utsa.edu ext. 4974

5. 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 Procardonly 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.

6. Procard 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

7. Procard 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

8. 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

9. PTCA Contact Information • email: procardtravelcard@utsa.edu • Fax: 458-4849 • Lisa Bixeman, ext. 7993, lisa.bixenman@utsa.edu • Anne Jackson, ext. 4059, anne.jackson@utsa.edu

10. Questions?