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University of Houston P-Card/Travel Card Procedural Changes

University of Houston P-Card/Travel Card Procedural Changes. Samantha Yurus 3-8721. Agenda. Section I Types of Credit Cards Centrally Billed Airfare Account Section II P-Card/Travel Card Procedural Changes. Section I Types of Credit Cards Centrally Billed Airfare Account. P-Card.

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University of Houston P-Card/Travel Card Procedural Changes

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  1. University of HoustonP-Card/Travel Card Procedural Changes Samantha Yurus 3-8721

  2. Agenda • Section I • Types of Credit Cards • Centrally Billed Airfare Account • Section II • P-Card/Travel Card Procedural Changes

  3. Section I • Types of Credit Cards • Centrally Billed Airfare Account

  4. P-Card • State P-Card • Local P-Card Reference: AP P-Card Websitehttp://www.uh.edu/finance/pages/AP_Pcard.htm Voucher Checklist http://www.uh.edu/finance/pages/References.htm

  5. P-Card AnalysisTypes of P-Card

  6. Travel Card • State Department Travel Card (NEW) • Local Department Travel Card • Local Multiple User Travel Card • Local Individual Travel Card (billed to Dept) Reference: AP Travel Website http://www.uh.edu/finance/pages/AP_Travel.htm

  7. State Department Travel Card(New) • Issued to Department • Airfare purchases only • Purchase tickets from Airlines or Travel Agencies • State contracted airfare or lower priced airfare • State Contracted Airfare Information: http://www.uh.edu/finance/pages/AP_Travel.htm • Documentation and approval by AP are required if non-state contracted airfare/lower priced airfare is purchased for other legitimate reason Complete Application and fax or e-mail to AP Application: http://www.uh.edu/finance/pages/AP_Travel.htm

  8. Travel Card AnalysisTypes of Travel Card

  9. Centrally Billed Airfare Account • CBA (Centrally Billed Account) for Airfare will be closed at the end of business hours on 08/31/06. • Departments must have Travel Card to purchase airfare. • Departments can continue to use NTS. When purchasing tickets from NTS, you do not need to fax TR. • If your department use state funds to purchase airfare, you should obtain and use State Department Travel Card. Go to AP Travel website to obtain Application Form. http://www.uh.edu/finance/pages/AP_Travel.htm

  10. Section II • Procedural Changes

  11. New Procedures (Starting September 2006 Billing Cycle) • Cardholder uses P-Card/Travel Card. • Transactions are recorded in SDOL with Default Cost Center only. • Departments enter Expense Account in SDOL by the 20th following the end of billing cycle. Departments have an option to change cost center (Local to Local, State to State) • AP converts the SDOL data into vouchers and pay JPMC. • Departments run the Expense Report. Cardholder and Certifying Signatory Sign the Expense Report. • Department scan and upload the Expense Report and receipts to the Finance System (available in September 2006)

  12. DifferencesProcedural Changes • Expense Account for each transaction is entered in SDOL. • Cost Center for each transaction can be changed as follows: • Local Default Cost Center to Other Local Cost Center • State Default Cost Center to Other State Cost Center • Department can enter Chartfield 1 value • Multiple Cost Centers (up to 10) can be used for each transactions – SPLIT.

  13. DifferencesProcedural Changes (Cont’d) • No Journals to record expenses. • No need to enter Journal ID into SDOL. • P-card – No additional Entries • Department Travel Card – Destination/Departure Date/Traveler • Individual Travel Card – Destination/Departure Date • No reconciliation for Liability Account 20109 and 20110. • Same procedures for all P-Cards and Travel Cards. (Travel Cards require additional SDOL entries)

  14. Note • When any budget error occurs (invalid cost center, invalid account, or insufficient budget), AP enters default cost center and liability account (20109 or 20110) on the voucher to process payments. • After the vouchers are processed and posted, AP will send CDAs a list of Cost Centers with balances in 20109/20110 • The department will need to create a journal entry to reallocate the transaction to the correct cost center and expense account.

  15. Note (Cont’s) • When invalid Chartfield 1 value is entered: • The valid Cost Center will not be changed • AP deletes the Chartfield 1 value on the voucher to process payments

  16. AP Contact • P-Card • Sharon Davis shdavis@central.uh.edu3-5660 • Johnathan Horton jhorton@central.uh.edu3-8740 • Leslie Williams ljwilliams@central.uh.edu3-8702 • Travel Card • Sandra Silva ssilva@central.uh.edu3-5883 • Deborah Collins dcollin3@central.uh.edu3-8708

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