Procard Compliance
Training
AM 535
UTSA FY1011
Introductions
√
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√
√
Name
Title
Department
UTSA length of
service
Your Procard
Role
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Cardholder
Reviewer
Final Approver
Procard/Travel Card
Administration (PTCA) Office
Administers UTSA’s Procurement Card (Procard) and Travel Card Program.
Departments should contact this office for assistance with any of the
following services:
• Application processing (Procard and Corporate Liability Individual Billed
Account (CLIBA) cards only)
• Cardholder training
• Cardholder maintenance (Citibank and/or DEFINE related):
• Credit Limit
• Merchant Category Codes (MCC)
• Activation and deactivation
• Authorized to Inquire (ATI) access (CLIBA card only)
• Process requests to change the electronic review and approval process for
Procard payments.
Procard/Travel Card
Administration (PTCA) Office
In addition, this office also performs the following functions:
•Reporting/Compliance
•Collections
•Reconciliations
•Procard audits
•Generate Procard payments on behalf of departments.
PTCA Staff
Lisa Bixenman
Accountant II
Phone: 210-458-7993
Email: lisa.bixenman@utsa.edu
Anne Jackson
Procard Specialist
Phone: 210-458-4059
Email: anne.jackson@utsa.edu
Purpose of Procard
Compliance Training

Acquaint the new Procard Cardholder
regarding

Procard Guidelines
Responsibilities of Department
 Restricted and Dollar Limited Purchases
 Procard Records Maintenance
 Reconciliation


Procard Audit Procedures
UTSA Procard Program
Allows cardholders to make purchases less
than $5,000 on behalf of the University.
Purchases must be made in accordance with
UTSA Policies and Procedures, State of
Texas Regulations, and Federal Guidelines
and Laws.
Benefits of Using the Procard

Simple method of purchasing goods and
services up to $5,000.

Spending limits are designated by
each department
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Single Purchase Limit may never exceed
$5,000.00 to include recurring charges.
Charges may never be split to circumvent the
$5,000.00 limit.
Monthly Purchase Limit defaults at $10,000.00
Fast alternative for processing low dollar
value purchases directly from the vendor.
Reduces processing costs.
Section 4 – Procard Polices and Procedures
UTSA Purchasing Polices and
Procedures



Follow the University and State Procurement
Polices when making purchases. (DE678)
Visit the UTSA Purchasing website for
Policies and Procedures.
http://www.utsa.edu/purchasing/policies.cfm
Purchasing from HUBs
The University of Texas Historically
Underutilized
Business
(HUB)
initiative is to encourage and assist
participation by such businesses in
the contracting and purchasing
process. It is UTSA's policy to be
committed to maximizing when
available, the number and value of
purchases with HUBs.


UTSA is an equal opportunity, affirmativeaction institution, and takes pride in giving
women- and minority-owned businesses a
chance to provide their goods and services at
a fair price. Procard holders are encouraged to
do the same.
Learn more about purchasing from a HUB

Irene Maldonado
HUB Program Manager
Irene.Maldonado@utsa.edu
Ext 4068
Purchasing From HUB Vendors, AM 554
http://www.utsa.edu/hub/
Roles and Responsibilities
Overview
Card Issuer
(Bank – Citibank)
Provides electronic transaction authorizations, and bills the
University for all purchases made on the Procard.
Department Head or Dean
Approves the designated employee’s request for a Procard, assigns
Dept Reviewer and Approver, delegates default account. Ensures
Procard regulations are followed and sufficient funds are available
in the specified account designated for each Procard.
Department Reviewer*/ Final
Approver
Reviews and approves cardholder purchases, transaction logs, and
itemized receipts. Monitors transactions to ensure legitimate
business expenses, receipt of purchases and 100% reconciliation.
Procard Administrator
Coordinates the Procard activities, training and conducts audits.
Liaison between cardholders and bank.
(Anne Jackson, Procard Specialist)
Disbursement Administrator
Central accounts payable administrator who is responsible for
receiving, reviewing and paying the Bank billing statement.
Cardholder*
Employee approved by Department Head to use the Procard to
execute purchase transactions on behalf of the University, reconcile
monthly transactions to the Bank billing statements, and maintain
documentation to support each transaction. Responsible and
accountable for the Procard embossed with their name.
Vendor
Merchant from whom a Cardholder is making a purchase.
*Must complete Procard Compliance Training prior to assuming duties and receiving Procard.
Cardholder Responsibility


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
Know the Procard Guidelines
Safeguard the UTSA Procard at
all times Procard may not be
shared.
Make only purchases that have
department approval
Document receipt of goods or
services
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Provide Complete Department
Name and Room Location for
accurate delivery
Retain original and intact
itemized receipts
Ensure tax is not charged to
purchase
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Never split a purchase to
circumvent the $5,000.00 limit
Complete monthly Transaction
Logs
Forward Transaction Log and
itemized receipts to Approving
Officials for review and signatures
Maintain proper procard
reconciliation for audit
Comply with UTSA Records
Retention Schedule (five years
plus current fiscal year)
Section 6.1 – Procard Policies and Procedures
Cardholder Responsibility
Continued

Verifies and maintains documentation
that the vendor is in good standing
with Texas Comptroller of Public
Accounts for purchases $500 or more
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https://cpafmprd.cpa.state.tx.us/tpis/search
.html
Verifies that all items on receipt are
accurate and charges are correct
Verifies that all transactions listed on
the monthly statement are valid and
the amount is correct.
Resolves all disputes with vendor
Notifies Bank in event of unresolved
disputes
Reviewer Responsibility

Ensure Reconciliation of monthly Procard
Transaction Logs to:
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Ensure Compliance to
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Bank Billing Statements and/or VP7s
Itemized Sales Receipts
Business Expense Forms (if applicable – required for SE
purchases when making purchases of hospitality and/or
entertainment)
University Policies
Procard Guidelines
Purchasing Policies and Procedures
Safeguard and protect University assets
Understand University and Procard Guidelines and
Hospitality Guidelines
Section 6.2 – Procard Policies and Procedures
Final Approver Responsibility
Designated as an Electronic Signer in DEFINE for the procard
holder default UTSA account.
 Serves in a higher level position over the procard holder and
reviewer
 Ensures all purchases made by procard holder have received prior
approval
 Ensures all purchases made by the procard holder are necessary
and reasonable for the active conduct of university and designated
department business
 Ensures the procard holder and reviewer are knowledgeable and in
compliance with all UTSA Procard Polices and Procedures and
Business Related Hospitality and Entertainment Expense Guidelines
 Reviews and approves procard holder VP7’s, reviews and signs
monthly Transaction Logs, and applicable Business Expense Forms
in a timely manner.
Section 6.2 – Procard Policies and Procedures
VP7 Final Approval
Any VP7 Documents not approved by the
deadline are reported as non-compliance
to the PTCA Office and will be reported to
Internal Audit and the applicable Vice
President’s Office. Possible loss of
Procard privileges could occur for noncompliance.
Types of Procards

Regular Procard

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Follows Procurement rules of
Small Dollar Purchases (PB0)
Limited by departmental
approved spending threshold
(max $5,000.00)
Some Commodity and
Business restrictions
Some Commodity dollar limits

Special Event Procard*
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*Hospitality Related Expenses
Same as Regular Procard
Some restricted commodities lifted
to allow purchases of hospitality
Issued to a small number of
authorized staff
Final Approval at the discretion of
the Director of Financial Services
and Bursar
Cardholder must be Familiar with
Hospitality and Entertainment
Guidelines**

http://www.utsa.edu/financialaffairs/op
guidelines/2.6.4.html
**Hospitality and Entertainment Guidelines
AM 553
Section 7 – Procard Policies and Procedures
Restricted Businesses
Legal
Services
Gasoline
Stations
Taxi and
Travel
Related
Car
Agencies
Hotel /Motels
Entertainment
Providers
ATMs
Travel Agencies
Liquor
Stores
Restricted Commodities
Gifts
Camera exceeding
$500
Computer related
expenses over $500
Flowers
Catering
Restaurants/
Food/Alcohol
Purchases Requiring Prior Approval
Purchase
Example
Department
Point of Contact for
Purchase
Information
Contact
Phone
Number
Potentially
Hazardous
Chemicals
Fertilizer
Environment Health,
Safety and Risk
Management
Brian Moroney
Wendy McCoy
5250
6101
Out of the
Country
Purchases
Canada,
England,
Mexico, South
Africa, Spain,
Virgin Islands,
etc.
Research, Integrity
and Compliance
Office
Rachel Graves
4601
Prepayments
Advance
payment for
space rentals
Controller
Diana MaciasOllervidez
6915
http://www.utsa.edu/pds/procard/restrictions.cfm for a List of Procard Restrictions
Procard Transaction Log



Cardholders should maintain a current log for
all purchases with itemized receipts attached
A separate log should be maintained for each
Procard cycle (monthly, 4th of Month to 3rd of
Next Month)
The Cardholder, Reviewer, and Final
Approver must review, sign and date each
Transaction Log.
Section 8 – Procard Policies and Procedures
Procard Transaction Log
PROCARD TRANSACTION LOG
University Department Name:
For the Month of:
Cardholder Name:
Account #:
Date
Vendor Name
Is Vendor in
good
standing
w/State?
Y/N
(include
date)
Amount
VP 7 #
Account #
Description of Purchase
Items
Rec'd
Y/N
HUB
Vendor
Y/N
Business
Expense
Form
Y/N
Indicate if
Blanket BEF
Credits /
Rebates
Y/N
1
2
3
4
5
6
7
8
9
10
Total:
$0.00
** https://cpafmprd.cpa.state.tx.us/tpis/search.html
(Required to verify all Texas Vendor's status on orders exceeding $500.00. Print status page and maintain with corresponding Transaction Log. You are verifying ig your vendor is in good status with the State of Texas
*** It is the responsibility of the individual Cardholder, Reviewer/Approver, and Department Head to ensure that all UTSA Guidelines are followed
**** Please print name and sign below stating you have verified purchases
Cardholder Name and Signature: - ______________________________________________
Date: ______________________
Reviewer’s Name and Signature: - ______________________________________________
Date: ______________________
Final Approver Department Head Signature: - _____________________________________
Date: ______________________
Revised: November 2008
Best Practice: Complete
each line item across
page
Procard Transaction Log

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Cardholder will maintain a current/monthly Transaction Log for all
purchases
Original Intact receipt will support each purchase
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Lost receipts
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Vendor can provide a copy
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DECLARATION OF MISSING EVIDENCE MEMORANDUM must be completed,
if receipt cannot be provided by vendor.
Repeated loss of receipts may be grounds for canceling Procard or other
disciplinary action.

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Date
Vendor
Amount
Itemized description of item(s) purchased
Maintain Procard Transaction Log and supporting documents for 5
years + current year.
Section 10 – Procard Policies and Procedures
Transaction Reconciliation
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Review and maintain bank statements and
itemized intact receipts
Call vendor immediately in event of a billing
error or question
Follow-up to ensure billing corrections are
made as necessary
Ensure credits are issued and documented –
do not accept cash in lieu of credit
Ensure tax has not been charged
Section 10.7 – Procard Policies and Procedures
Transaction Reconciliation
Notebook
Best Practice
Create a
Notebook
Monthly Tabs
Transaction Log (approved and signed) for each month
VP7 ID Number on each transaction log
Itemized Intact receipts for every purchase
Business Expense Form – SE Procard Hospitality Purchases
In accordance with Hospitality Guidelines
Vendor in Good Standing for purchases over $500
Printed copy must be dated prior to purchase date
Maintain Tax Exempt Status
100% Reconciliation
Procard Transaction Logs
Bank Statements
Printed VP7 DEFINE Documents
Itemized Receipts, Packing Slips, etc.
Tracking Procard Purchases
Online

Go to:
 http://www.citigroup.com/transactionservices/home/card_solution
s/commercial_cards/index.jsp

Click on CitiManager

First Time User


User Name


Self Registration for Cardholders
Your credit card numbers, without dashes
Follow online instructions and set your own Password
First
Time
User
ONLY
Complete
fields with an
asterisk
Bldg / Rm Number
Your Campus Address
Do Not Use Your Personal
Address
Preparing for an Audit

A meeting request will be emailed
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
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New cardholders will be audited
Within 24 months of receiving Procard


at least one week prior to audit request date
audit months for review will be provided
Thereafter, Regular and Special Event
cardholders will be audited

according to risk or as needed and within 2 years
Section 10.8 – Procard Policies and Procedures
Role of the Procard Auditor

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Reviews transactions towards ensuring purchases are
related to University business
Reviews receipts for itemization and legibility
Confirm State of Texas tax exempt status is being
maintained
Verifies timely reconciliation and approvals of the
cardholder account
Reviews Business Expense Forms for SE procards

Food, beverages, decorations, entertainment related expenses
Importance of Organization

During an audit, records will be
reviewed for the following:
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Proper and Original Signatures
VP7 ID Numbers
Vendor in Good Standing
documentation made prior to
purchases in excess of $500.00
Itemized Intact Receipts – do not tape
over ink
Credits documented as such
 Tax Returned
 Merchandise Returns
Business Expense Forms – SE Card
Bank Statements
For a List of
DEFINE Object
Codes use
Command:
GG8 or GG9
Note: This list is not all inclusive
Following a Procard Audit

Findings will result in the following:

Audit Recommendation Memo



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List of recommendations
Deadline for meeting recommendations
Recommendation Memo to be signed by the Cardholder,
Reviewer, and Final Approver
All recommendations (corrections) with signed
Agreement Memo must be submitted to the Procard
Compliance Office by established deadline.
Helpful Information

Procard Office
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Website:
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Ext. 6979
Citibank

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http://www.utsa.edu/pds/procard
Procard Forms
Procard Guidelines
Procard Restrictions List
http://www.utsa.edu/financialaffairs/opguidelines/2.6.4.html for
Hospitality Guidelines and Business Expense Form
Disbursements


(ProcardOffice@utsa.edu)
Ext. 4059
Ext. 4060 for application or training questions
Phone number: 1-800-248-4553 [24 hours a day / 7 days a week]
Lost or Stolen Procard


Contact the bank immediately at 1-800-248-4553
Notify the Procard Specialist at 458-4059 (during normal business
hours) or ProcardOffice@utsa.edu
Test Your Procard Knowledge
What do I
remember?
1.
What is the Procard monthly cycle dates?
2.
When should you conduct a vendor check?
3.
What is the MasterCard Single Purchase
Limit?
4.
When is it acceptable to not approve a VP7?
1. What is the Procard monthly cycle dates?

4th of month to 3rd of the following month
2. When should you conduct a vendor check?

Prior to purchases over $500
3. What is the MasterCard Single Purchase
Limit?

MasterCard Single Purchase Limit is $5,000.00
4. When is it acceptable to not approve a VP7?

NEVER. VP7 documents should be approved by the DEFINE
generated due date!
Questions
PROCARD
AUDIT
PROCARD
PURCHASE
Procard
Holder