Procard Program
Operational Guideline
Procard/Travel Card Administration
(PTCA)
July 25, 2012
Procard/Travel Card Administration
(PTCA)
 Effective January 2, 2012
 The Procard Office began operating under Financial
Affairs reporting to the Controller's Office
 Relocated to University Heights (UH Tech2)
Address: 5723 University Heights Blvd
Suite 500, Dept. 1.216
San Antonio, TX 78249
 The new office, PTCA administers the State of
Texas contracted Citibank credit card program
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Procard/Travel Card Administration
(PTCA)
PTCA Staff Contact information
– Lisa Bixenman
Credit Card Program Manager
Phone: 210-458-7993
Email: lisa.bixenman@utsa.edu
– Anne Jackson
Procard Specialist
Phone: 210-458-4059
Email: anne.jackson@utsa.edu
Email: procard.travelcard@utsa.edu
Fax: 210-458-4849
PTCA website: http://utsa.edu/financialaffairs/ptca/
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Procard Program
Operational Guideline
Published June 19, 2012
Effective August 20, 2012
Purpose
 To provide guidance on how to obtain, use and
account for expenditures using a Citibank® issued
Procurement Card (Procard).
 This guideline applies to all authorized UTSA
Procard users and departmental administrators
involved in this process.
Authority
 Texas Administrative Code (TAC) Title 34 Part 1, Chapter 5,
Subchapter E, Rule 5.57 – Use of Payment Cards by State
Agencies
 Texas Government Code Title 10, Subtitle D - State Purchasing
and General Services
 Citibank Charge Card Program: Card Security Controls and
Restrictions (Texas Comptroller of Public Accounts)
 Citibank Charge Card Program: Features and Benefits (Texas
Comptroller of Public Accounts)
Overview of the Procard
 Administered by the Procard/Travel Card Administration
(PTCA) Office
 Single purchase limits are up to $5,000
 Eliminates much of the paperwork and potential delays
associated with larger purchases
 Administrative costs are reduced
 Citibank issues the UTSA Procard and provides billings
 Does not affect the personal credit of the cardholder
 Cardholder is personally liable for unauthorized purchases
and any other inappropriate use
Roles and Responsibilities
Cardholder
 Not allow anyone else to possess the Procard or use it to
complete a purchase
 Never use the Procard to complete personal purchases,
even if the cardholder plans to reimburse UTSA
 Adhere to the limits and restrictions of the Procard
 Secure the Procard while in their possession and/or store
in secure location (locket file cabinet or desk) within their
department
Roles and Responsibilities
Cardholder (cont’d)
 Report suspected inappropriate or questionable use of the
Procard to the PTCA Office
 Attend and complete the Procard Compliance (AM535)
training class before receiving a Procard
 Attend the Procard Refresher Training (AM537) class every
three years
Roles and Responsibilities
Account Administrator or Designee
 Approve an applicant's request for a Procard
 Designate the default account number responsible for payment
 Assign Procard purchasing limits
 Appoint a reviewer to complete the monthly Procard payment process
 Validate the appropriate usage of the Procard for official
UTSA business
 Assure compliance with this FMOG when authorizing
Procard payments
 Approve the monthly Procard payment
 Approve all Procard maintenance requests via the Card
Maintenance Request (CMR) form
Roles and Responsibilities
Reviewer
 Completes the monthly Procard payment process and is
designated by DEFINE to receive the electronic payment
voucher (VP7) in their Document In-Box (YB2).
 The account administrator or designee may appoint the
cardholder to also act as the reviewer unless any of the
following exist:
 The cardholder is also the account administrator
 The cardholder does not have access to DEFINE and
therefore cannot update the VP7
Roles and Responsibilities
Procard/Travel Card Administration (PTCA)
 Provide training
 Issue Procards
 Maintain and update cardholder data
 Process overrides requested by the account administrator or
designee for appropriate transactions
 Process credit and single purchasing limit requests and other
changes.
 Reconcile Citibank charges with payments to Citibank and verify the
payments posted correctly in the Citibank system
 Monitor card transactions and processing payments to Citibank
Procard Limits
Single transaction limit = $5,000 (includes freight)
 Account administrator or designee can set lower limit using
the Procard Application and Agreement or Card
Maintenance Request (CMR) Form
 Purchases cannot be split over time, or between vendors,
recipients, with the intent to circumvent the $5,000 single
transaction limit
Standard credit limit = $10,000
 Account administrator or designee can set lower limit using
the Procard Application and Agreement or Card
Maintenance Request (CMR) Form
 Requests for a credit limit over $10,000 must be approved
by the account administrator or designee
Procard Restrictions
 No purchase over $500 may be made from a vendor
whose status is on hold with the State Comptroller's
Office.
 Cardholders must verify the vendor status via the
Texas Identification Number System (TINS) – Vendor
Hold Search website prior to completing a purchase.
Restricted Business
Attorney
Liquor store
Bank/ATM
Professional and
consultant/contracted service
provider.
Bar
Restaurants (Special Event privileges
only)
Caterer (Special Event privileges
only)
Temporary labor agency
Entertainment provider
Transportation (taxi, limousine, etc.)
Gas station
Travel-related: Any business,
including airlines, car rental,
hotels/motels, travel agencies, etc.
Hotel/Motel
Restricted Commodities
Alcoholic beverages (Special Event Decorations (Special Event
privileges only)
privileges only)
Ammunition and weapons
Animals
Cash advance and gift cards
(including prepaid and declining
balance cards)
Leases
Electronic equipment over $500 Personal items
including shipping
Purchases that require a
Equipment trade-in purchases
contract or include an autorenew feature
Entertainment (Special Event
privileges only)
Radioactive materials
Computer or telecommunication
equipment over $500 including
shipping
Food (Special Event privileges
only)
Social, entertainment, and
recreational memberships.
NOTE: Certain professional
memberships are allowed. See
FMOG – Memberships Paid by
University Funds for details.
Consulting services
Flowers (Special Event privileges Social or charitable organization
only)
dues
Controlled assets
Gasoline
Telephone Services (landline)
Controlled prescription drugs
Gifts
Travel-related expenses
Cylinder gases, liquid nitrogen
Hazardous chemicals or
materials
NOTE: Additional approval
required, contact the UTSA
Office of Environmental Health,
Safety, and Risk Management
(EHSRM) for details.
Special Event Priviledges
 Special Event privileges are authorized to a limited
number of Procards and allow the purchase of certain
restricted businesses and commodities in support of
business related hospitality.
 A completed Business Expense Form (BEF) must be
retained on file.
Special Events Priviledges
 Complete the Special Event Privileges section of the
Procard Application and Agreement
 Approval is at the discretion of the Assistant Controller or
Asst. VP/Controller
 To add or remove Special Event privileges for existing
Procards, complete a Card Maintenance Request (CMR).
 Should complete the Business Related Hospitality and
Entertainment (AM553) training class prior to receiving
Special Event privileges.
How to Complete a Purchase
 Confirm the item to be purchased is allowed and if the
Procard is the best payment method.
 Review the Procard limits and restrictions to verify that neither the
business nor the item is restricted.
 Determine whether a state or UTSA contract is available that is
applicable to the purchase, or contact a Buyer in Purchasing.
 Verify that the transaction including freight does not exceed the single
transaction or credit limit.
How to Complete a Purchase
 Select and engage the vendor
 For international vendor, you must email The Office of
Research Integrity and Compliance (ORIC) to ensure the
vendor is not listed on a U.S. government restricted parties list.
o NOTE: ORIC verification must be completed regardless of the dollar
amount of the purchase. The email response from ORIC must be attached
to the other Procard supporting documentation.
 Online transactions ensure the vendor's website is
encrypted, secure and does not store credit card
numbers. Place the order
 Provide shipping information and billing address
(department address)
CitiManager Online System
 Used to review transaction history and download the
memo statement for the current period.
 For more information, see the Self-Registration for
Cardholders presentation, available on the PTCA –
Training Materials web page.
Transaction Log & Electronic
Payment Process
 PTCA office reviews the Citibank summary billing statement
for inappropriate purchases.
 Cardholder completes the Procard Transaction Log and
reconciles these transactions to the Citibank memo statement.
 Cardholder signs the Procard Transaction Log, attaches the
required documentation and submits it to the reviewer, to
complete the electronic payment voucher in DEFINE.
 PTCA office generates the Procard Payment Voucher (VP7)
document and distributes charges for each Procard to the
default account specified in the Procard Application and
Agreement.
Transaction Log & Electronic
Payment Process
 PTCA office emails the VP7 approval deadline to the
account administrator of the unit associated with the default
account and up to another five individuals who are identified
as having security access to the electronic payment voucher
process.
 Reviewer reviews and signs the Procard Transaction Log
and updates the object code before the VP7 is approved.
 Account administrator or designee reviews and signs the
Procard Transaction Log and reviews and approves the
VP7.
Transaction Log & Electronic
Payment Process
 Failure by the account administrator or designee to
approve the VP7 by the deadline may result in loss
of Procard privileges for the cardholder and is
reported to the Assistant Vice President, Financial
Affairs/University Controller as non-compliant.
Procard Maintenance
 The Card Maintenance Request (CMR) is used to
request the following changes to an existing Procard:
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Single transaction and credit limit
Default account number
VP7 Reviewer/Electronic Desk Access
Cardholder name changes
Card cancelation
Card replacement
Temporary card activation or deactivation
MCC/Vendor addition and deletion
 Requests must be signed by the cardholder and
authorized by account administrator or designee and
submitted to the PTCA Office.
Canceling and Returning a Procard
 The Procard may be cancelled for any of the following
reasons:
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Cardholder no longer requires a Procard
Cardholder has transferred to a different department
Cardholder is no longer employed by UTSA
Procard is damaged
Inappropriate use of the Procard
 The Procard must be cut in half and returned in person
to the PTCA office or Fiscal Services (Main or Downtown
campus) with a completed Card Maintenance Request
(CMR).
Canceling and Returning a Procard
 The PTCA office may also cancel a Procard if the
cardholder:
√ Uses or attempts to use the card for personal or unauthorized
purposes
√ Splits or attempts to split a purchase to circumvent Procard
limits or restrictions
√ Fails to comply with this FMOG and any regulatory, statutory,
specific grant, funding source, departmental or program
requirements.
 Notification to management, disciplinary measures up to
and including termination of employment, and criminal
prosecution.
Disputed Transactions
 The cardholder must contact the vendor to dispute
discrepancies on the memo statement for:
√ Charges for items not received
√ Incorrect pricing or duplicate billing
 If the discrepancy is resolved verify that the correction
has been completed when the next statement arrives
Disputed Transactions
 If the discrepancy is not resolved:
 Call Citibank at 800-248-4553
 Complete and submit a Citibank® Cardholder
Dispute Form to Citibank within 60 days of the
statement date
 Retain a copy of the dispute form with the other
Procard supporting documentation
 The Citibank Cardholder Dispute Form must be
completed even if the vendor is still researching the
transaction
Fraudulent Transactions
 If fraudulent activity is suspected, the cardholder must:
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Call Citibank immediately at 800-248-4553
Provide Citibank with any supporting documentation requested
Complete the Citibank Affidavit of Unauthorized Use Form
Provide PTCA with the Citibank email confirmation that the
unauthorized user charges are being investigated.
 PTCA will monitor account activity and provide guidance
on the payment of valid charges
Required Documentation and
Retention
Documents must be retained for the current FY plus
5 FY’s and be readily available for audits and reviews
and must be shredded before disposal.
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An itemized sales receipt
Completed and signed Procard Transaction Log
Departmental controls documentation
Packing slips
ORIC approval email (for international vendors only)
Copy of the related Memo Statement
Business Expense Form (BEF) if applicable
Copy of a completed Citibank Cardholder Dispute Form
submitted to Citibank, if applicable
Required Documentation and
Retention
The cardholder's department is also responsible for
establishing and documenting an appropriate
departmental Procard control environment that addresses:
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Approvals
Ajustments
Record keeping
Reporting
Reconciliation
Segregation of Procard Duties
Supervision
Procard Compliance
 The PTCA Office utilizes management controls,
management reports, and compliance audits and reviews
to help ensure the appropriate use of the card.
 Procard activities and related controls are also subject to the
requirements covered in FMOG - Monitoring Plan for
Segregation of Duties and Reconciliation of Accounts.
Procard Compliance
 Audits and Reviews
√ PTCA Procard Audits
√ Quality Assurance Review (QAR)
√ DTS, OPAA, Audit, Compliance and Risk Services
Reviews
√ State, Federal and other audits
Related Forms/Worksheets
 Procard Application and Agreement
 Card Maintenance Request (CMR)
 Procard Transaction Log
 Citibank Affidavit of Unauthorized Use
 Citibank Government Cards Cardholder Dispute
 Business Expense Form (BEF)
 Tax Exempt Certificate
Questions???