PROCARD PAYMENT
PROCESSING IN
UTSHARE/PEOPLESOFT
Agenda
1
Budgets
2
Workflow
3
Classifying Expenditures
4
Payments
5
Procard Program FMOG
6
Revised Forms
2
Phased PeopleSoft Go-Live
• Workflow
− The Procard Process will not use Workflow
− Actions for Procard Process will not appear on
your Worklist
− Notifications are done manually
3
Budgets
• The Procard payment process requires the use of budgeted Cost
Centers/Projects with available funding.
• The Department Manager or Designee is responsible for reviewing the
distribution details for each transaction and verifying the Chartfield String
associated with the Cost Center/Project is valid and funded.
• Budget errors encountered when the vouchers are created may result in
late payments to the bank that incur interest. Interest for late payments
will be charged to the department.
Classifying Expenditures
• Expenditures must be classified properly
– The default Account 67660 must be changed for each transaction
• Use Account Type “E” (Expenses)
– The most common Accounts for Procard expenses are in the 60000 range
• Do not use Account Types “A” (Assets), “F” (Balance Sheet), “L”
(Liabilities), or “R” (Revenue)
Payment Deadlines
• Procard transactions will be available no later than the 6th of
each month in UTShare/PeopleSoft
• Reconciliation and approval of Procard transactions in
UTShare/PeopleSoft must be completed on or before the 20th
of each month
• Earlier deadlines will be published for year-end and holiday
closures
Payment Statistics
• For the Procard statements dated 5/3/2014 payment was
delayed for some cardholders resulting in Prompt Payment
Interest being charged to the departments
– 23 vouchers did not pass the final budget check due to budget
errors
– 26 vouchers did not pass final budget check because Account
67660 was not changed
ACH Payments
• ACH payments are not transmitting the 16 digit master
account number and the payments are rejected by the bank
• Payments have to be researched causing significant delays
in posting payments to the master account
• This is affecting all ACH payments to all vendors
Procard Program FMOG
• The Procard Program FMOG was updated and published on
June 19th and becomes effective August 20th
– References to DEFINE replaced with UTShare/PeopleSoft
– Procard Compliance Training incorporated into Procard
Processing Using UTShare PS 208.01
– Added consequences for non-compliance
Forms
• The following forms have been revised to incorporate
PeopleSoft terms and are pending approval
– Citibank Procurement Card (Procard) Application and Agreement
– Corporate Liability Individual Account (CLIBA) Cardholder
Application and Agreement Form
– Card Maintenance Request Form
– Procard Log
Questions?