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PURCHASING CARD
UPDATE
July 6, 2009
Monthly Closing Information
As a reminder, the Purchasing Card statement will always
close on the 5th of the month or the next business day if the
5th falls on a weekend.
If there are budget errors, the cardholder and / or reconciler
will receive an email notifying them of which FOAP and
expense did not upload. If the situation is not resolved
within 3 business days, the P-Card Section Manager will
contact the cardholder’s supervisor for resolution.
As the fiscal year comes to a close, we remind you that
FOP’s 11B027 & portions of 11B023 will be swept in July.
Any charges to be allocated to these FOP’s should have
already been made.
**Reminder from the State Comptroller**
The following reminder was in last month’s Comptroller
newsletter indicating the importance of not paying sales
taxes:
Recent audit findings included instances where sales
tax was paid on payment card purchases. This is a
reminder that state agencies and institutions of higher
education are exempt from paying Texas state sales
tax on all goods and services.
FMXtra (May 11, 2009)
To contact us:
P-Card Services
329 Drane Hall, Mail Stop 1107
(806) 742-3260
purchasing.pcard@ttu.edu
Nancy Ruiz, Section Coordinator
nancy.ruiz@ttu.edu
STATEMENT
ENDING 07/05/09
Transactions 06/06/09
through 07/05/09
Allocations for the
statement ending 07/05/09
will need to be entered
in Pathway Net and turned
in to P-Card Services
by
5:00pm, Friday,
July 10th.
Please do not make any
changes to the 07/05
statement in Pathway Net
after the deadline.
The changes will not be
reflected in the upload
that will process to Banner
on
Wednesday, July 15, 2009
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Packing slips and acknowledgements do not take the place of an
invoice or receipt. The invoice or receipt with detail of the
transaction is a necessary document that must be kept as backup
to validate the expense that is processed on the bank statement.
The following is an example of acceptable documentation.
The Sales slip/credit card agreement slip alone does not validate
the detail of the purchase and therefore must be kept with the
detailed receipt/invoice.
To the following departments for timely and accurate completion
of their p-card downloads
CDRC
CASNR – Dean’s Office
Assoc. VP Student Affairs
Mass Comm
Risk Management
Personnel
Procurement Services
Student Judicial Services
TexPrep Mathmatics
Communication Services
Annual Giving
Center for Financial Responsibility
Housing
Office of the CIO
Philosophy
Student Business Services
Techniques Center
TOSM
Center for Campus Life
AFISM
Office of Audit
Library
OIA
Physical Plant
Student Union
Telecommunications
United Spirit Arena
Purchasing Reminders
™ Purchases for Services may not be placed on the p-card. These
must go through TechBuy
™ Restricted purchase list:
http://www.depts.ttu.edu/Purchasing/purmain.htm
™ Missing receipt form:
www.depts.ttu.edu/procurement/documents/Missing%20receipt%20form2.pdf
™ Prizes, gifts and awards not allowable, Must use TechBuy
™ Food forms completed per OP72.05 Signatures required
™ Sales Tax is not allowable -provide credit receipt from vendor or a
personal check/cash
™ Original itemized receipts are required or lost receipt form
submitted. Lost receipt form not acceptable for State funds.
™ Registration Fees must include registration forms and brochures
Processing Reminders
™ Detailed description of the items purchased entered in Pathway no
later than the due date
™ Default FOP on file for all cardholders are required (no state or
SPAR FOP’s)
™ Financial Mgr/Approver must have approval:
http://www.depts.ttu.edu/afism/support/
™ Account Codes are required see:
http://www.depts.ttu.edu/afism/reference/codecharts/
™ FOP changes or no longer valid FOP’s need to be removed from
Pathway, email to remove
™ Sponsored Program FOP’s require benefit to project statements
™ Membership fee’s approval list
http://www.depts.ttu.edu/Purchasing/purmain.htm
™ Chart of Accounts is a required field T for TTU, S for System, or H
for HSC
™ FOAP’s should have funds available for all charges that have not
processed, please verify your FOP’s