Volume 1, Issue 1
Prairie View A&M University
Accounts Payable-Travel-Pro Card
Getting your vendors paid on time.
INSIDE THIS ISSUE:
Accounts Payable:
Getting your vendors
paid on time & New
Vendors
1
Travel: New Concur
Travel System (etravel)
2
Pro-Card: How to
ensure a smooth
reconciliation
3
New Employee
3
4
Go Green Tips
4
Staff Information
Helpful links
4
There is no mystical process involved when it comes to
getting our vendors paid on time. It’s all about building and maintaining good vendor relations through a
collaborative effort. Building and maintaining good
vendor relations is essential in the overall procurement process. The end user (Department which ordering the services or goods) plays a crucial part in this
relation, their proactive measures and continued participation helps to ensure a favorable outcome for all.
Proactive measures include using up to date catalogs,
securing quotes that include shipping charges, and
submitting requisitions and e-docs before ordering any
goods or requesting services.
Continued participation could involve anything from keeping records of when goods were delivered, providing a timely approval to pay , and taking corrective actions as soon as possible on
email requests for additional information or encumbrances.
Purchasing violations are issued to the
department and to the vendor when the
proper procurement procedures are not
followed.
“Effort only fully releases its reward after
a person refuses to quit. “
Napoleon Hill
The result will be a delay in payment to
the vendor and possibly a bad credit report for the University.
We strive to establish and maintain favorable relations with all of our vendors,
the support from all university departments to help us in our efforts is greatly
appreciated.
New Vendors
Special points of interest:
 New Travel system
 New Employees
 Go Green Tips
All new vendors are required to complete a W-9.
This verifies that vendor has
obtained a valid federal
identification number. This
number helps to ensure the
accurate reporting of taxes
for the vendor. International vendors are required to
complete a W-8BEN, which
is a certificate of foreign
status of beneficial owner
for United States tax withholding. International stu-
dents are required to enter
their information into Glacier (Nonresident Alien Tax
System).
All international payments
maybe subject to additional
withholding taxes.
Page 2
Volume 1, Issue 1
eTravel: Concur! Have you heard
there’s a new Travel System in Town!
“To my mind, the greatest
reward and luxury of travel
is to be able to experience
everyday things as if for the
The Travel Office is excited
about the implementation of
the new e-travel system,
Concur.
This will also allow the Travel Office to better manage
the travel and reimbursement accounting process.
TAMUS has contracted with
Concur to provide travelers
with a best-in-class end to
end travel solution.
If you have not attended a
Concur Travel Training,
Please visit the HR Training
Calendar to attend one of
our upcoming sessions. Just
a note, the next session will
be on May 17th from 3:005:00. Seating is limited so
please confirm your attendance at the Travel Services
Website.
The software as a service
solution will allow us to
book travel and track expenses from the booking of
travel arrangements to the
reimbursement of travel
expenses.
travel@pvamu.edu
first time, to be in a position
in which almost nothing is
so familiar it is taken for
granted.” – Bill Bryson
Departments are asked to
please review your expense
routing in FAMIS to ensure
that Expense Reports are
routing to the appropriate
individuals. If you have
questions about your process, please contact the Accounting Department at
cmturner@pvamu.edu
https://www.tamus.edu/offices/travel/concur-on-line-training/
eTravel—continued
For the new system, there is
no need to remember a new
password. eTravel is accessible through HR Connect.
Once you are logged in to
HR Connect, eTravel will be
one of your options. We
encourage you to visit the
site and familiarize yourself
with it’s contents. Please
give our office a call if you
have any questions or need
assistance.
Try not to get too stressed
out, We are here to help!!!
To become familiar with
eTravel visit the Travel website and review the e-Travel
Powerpoint, and the Concur
Training Snippets .
eTravel—continued
CITIBANK
TRAVEL CARD
The CitiBank Travel Card
(CBT) is most beneficial if
used for all travel related
expenses. To request a travel
card you must:
complete a Cardholder Application /Approval Form
and submit to Travel Ser-
vices. You will be notified
when your card is available
for pick up with further instructions to complete the
process.
Please visit the site below for
a copy of the application.
http://www.pvamu.edu/
pages/1414.asp
Travel Advances
Travel Advances are no longer
offered to University employees effective September 2008.
Accounts Payable-Travel-Pro Card
Page 3
CITIBANK Pro Card
All cardholders are encouraged to have supporting
documentation readily accessible.
Please make note of the
following:
Taxes are not allowed on
the P-Card per TAMUS
Expenditures Guidelines. To
avoid being charged taxes
on your purchase, present a
PVAMU Tax Exemption
form. If charged, contact the
vendor immediately to have
the taxes credited back to
the account. If the Vendor
does not comply, contact the
Pro Card Office.
Expense Reports are due
the 10th of each month. If
the 10th falls on a weekend,
they are due the following
business day. Failure to submit your reports timely will
result in card suspension.
Please keep in mind that
when your card is suspended,
you are not to use personal
funds to make purchase and
seek reimbursement through
the Accounts Payable Office.
ATTN CARDHOLDERS:
Please be on the lookout for
mandatory upcoming Refresher Trainings. Per guidelines, all cardholders are to
attend a Refresher Training
once a year. More Info to
come in the next issue of our
Newsletter.
New Employee: Accounts Payable Specialist—
Mrs. Debra Ray
Accounts Payable is proud
to welcome Mrs. Debra Ray
as part of our Accounts Payable team.
Mrs. Ray comes to us with a
solid background in county
and city taxes.
She has made many achievement throughout both her
community and professional work environments.
Don’t make a mistake,
your Pro Card is BLUE
and your Travel Card Is
GRAY.
Go Green Tips
Place recycle boxes for all bottles and cans in the break room
Vending machines that dispense soft drink bottles and cans. Place plastic recycle boxes in the break room and have them picked up and recycled on a regular basis. Bob Bessette August 4th
Go mobile— Consider buying a laptop for your next computer upgrade; they use much less energy than desktop computers.
Avoid the rush. Head in a little earlier to avoid the rush, boredom,
stress, and frustration of normal commuting hours
We’re on the
Web!
Department Contact Information
Prairie View A&M University
P.O. Box 519 MS 1311
Prairie View, TX 77446
Phone: (936) 261-1902
Fax: (936) 261-1958
Website: www.pvamu.edu
http://www.pvamu.edu/pages/4472.asp
.
Jullette Spivey
Manager of Accounts Payable
jmspivey@pvamu.edu, 936-261-1974
Donna Broussard
Accounts Payable Supervisor
ddbroussard@pvamu.edu
936-261-1928
Yadira Perez
Travel Supervisor
yaperez@pvamu.edu
936-261-1736
Tiffinee Moore
George McDonald
Accounts Payable Specialist
trmoore@pvamu.edu
936-261-1931
Travel Specialist
gjmcdonald@pvamu.edu
936-261-1915
Uel Smith
Procard Specialist
ussmith@pvamu.edu
936-261-1929
Yue “Annie” Qiang
Accounts Payable Specialist
anqiang@pvamu.edu
936-261-1963
Debra Ray
Accounts Payable Specialist
daray@pvamu.edu
936-261-1912
Helpful Links
http://www.pvamu.edu/pages/4475.asp
http://apps.system.tamus.edu/objcodes/ - Object Code Search
https://fmx.cpa.state.tx.us/fm/pubs/purchase/index.php - Statutes and Rules of expenditures
http://www.tamus.edu/offices/famis/production/ - FAMIS Production Services
http://www.window.state.tx.us/ - Texas State Comptroller of Public