PROCARD PAYMENT PROCESSING IN UTSHARE/PEOPLESOFT PROCARD PAYMENT PROCESSING IN UTSHARE/PEOPLESOFT

AgendaAgenda 2 Budgets 1 Workflow 2 Classifying Expenditures 3 Payments 4 Procard Program FMOG 5 Revised Forms 6

Phased PeopleSoft Go-Live 3 Workflow −The Procard Process will not use Workflow −Actions for Procard Process will not appear on your Worklist −Notifications are done manually

BudgetsBudgets The Procard payment process requires the use of budgeted Cost Centers/Projects with available funding.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.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.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. The Procard payment process requires the use of budgeted Cost Centers/Projects with available funding.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.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.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 properlyExpenditures must be classified properly –The default Account must be changed for each transaction Use Account Type “E” (Expenses)Use Account Type “E” (Expenses) –The most common Accounts for Procard expenses are in the range Do not use Account Types “A” (Assets), “F” (Balance Sheet), “L” (Liabilities), or “R” (Revenue)Do not use Account Types “A” (Assets), “F” (Balance Sheet), “L” (Liabilities), or “R” (Revenue) Expenditures must be classified properlyExpenditures must be classified properly –The default Account must be changed for each transaction Use Account Type “E” (Expenses)Use Account Type “E” (Expenses) –The most common Accounts for Procard expenses are in the range Do not use Account Types “A” (Assets), “F” (Balance Sheet), “L” (Liabilities), or “R” (Revenue)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 6 th of each month in UTShare/PeopleSoftProcard transactions will be available no later than the 6 th of each month in UTShare/PeopleSoft Reconciliation and approval of Procard transactions in UTShare/PeopleSoft must be completed on or before the 20 th of each monthReconciliation and approval of Procard transactions in UTShare/PeopleSoft must be completed on or before the 20 th of each month Earlier deadlines will be published for year-end and holiday closuresEarlier deadlines will be published for year-end and holiday closures Procard transactions will be available no later than the 6 th of each month in UTShare/PeopleSoftProcard transactions will be available no later than the 6 th of each month in UTShare/PeopleSoft Reconciliation and approval of Procard transactions in UTShare/PeopleSoft must be completed on or before the 20 th of each monthReconciliation and approval of Procard transactions in UTShare/PeopleSoft must be completed on or before the 20 th of each month Earlier deadlines will be published for year-end and holiday closuresEarlier 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 departmentsFor 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 was not changed For the Procard statements dated 5/3/2014 payment was delayed for some cardholders resulting in Prompt Payment Interest being charged to the departmentsFor 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 was not changed

ACH Payments ACH payments are not transmitting the 16 digit master account number and the payments are rejected by the bankACH 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 accountPayments have to be researched causing significant delays in posting payments to the master account This is affecting all ACH payments to all vendorsThis is affecting all ACH payments to all vendors ACH payments are not transmitting the 16 digit master account number and the payments are rejected by the bankACH 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 accountPayments have to be researched causing significant delays in posting payments to the master account This is affecting all ACH payments to all vendorsThis is affecting all ACH payments to all vendors

Procard Program FMOG The Procard Program FMOG was updated and published on June 19 th and becomes effective August 20 thThe Procard Program FMOG was updated and published on June 19 th and becomes effective August 20 thProcard Program FMOG Procard Program FMOG –References to DEFINE replaced with UTShare/PeopleSoft –Procard Compliance Training incorporated into Procard Processing Using UTShare PS –Added consequences for non-compliance Added consequences for non-complianceAdded consequences for non-compliance The Procard Program FMOG was updated and published on June 19 th and becomes effective August 20 thThe Procard Program FMOG was updated and published on June 19 th and becomes effective August 20 thProcard Program FMOG Procard Program FMOG –References to DEFINE replaced with UTShare/PeopleSoft –Procard Compliance Training incorporated into Procard Processing Using UTShare PS –Added consequences for non-compliance Added consequences for non-complianceAdded consequences for non-compliance

FormsForms The following forms have been revised to incorporate PeopleSoft terms and are pending approvalThe 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 The following forms have been revised to incorporate PeopleSoft terms and are pending approvalThe 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

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