University of Houston P-Card/Travel Card Procedural Changes Samantha Yurus

Agenda  Section I Types of Credit Cards Centrally Billed Airfare Account  Section II P-Card/Travel Card Procedural Changes

Section I Types of Credit Cards Centrally Billed Airfare Account

P-Card (1)State P-Card (2)Local P-Card Reference: AP P-Card Website Voucher Checklist

P-Card Analysis Types of P-Card Type of CardName on CardType of ExpensesKey RestrictionsCard Maintenance State Procurement CardEmployeeNon-travel goods and services (primarily office supplies) purchased for university business purposes. The only travel-related purchase allowed is registration. Only for university purchases allowed on state funds. Do not purchase food, beverage, greeting cards, or promotional items. Call AP before purchasing anything that you are not sure is permitted on state funds. Card is maintained by the Cardholder Local Procurement CardEmployeeNon-travel goods and services of all types purchased for university business purposes. The only travel- related purchase allowed is registration. Only for university purchases.Card is maintained by the Cardholder

Travel Card (1)State Department Travel Card (NEW) (2)Local Department Travel Card (3)Local Multiple User Travel Card (4)Local Individual Travel Card (billed to Dept) Reference: AP Travel Website

State Department Travel Card (New)  Issued to Department  Airfare purchases only  Purchase tickets from Airlines or Travel Agencies  State contracted airfare or lower priced airfare State Contracted Airfare Information: Documentation and approval by AP are required if non-state contracted airfare/lower priced airfare is purchased for other legitimate reason Complete Application and fax or to AP Application:

Travel Card Analysis Types of Travel Card Type of CardName on CardType of ExpensesKey RestrictionsCard Maintenance State Department Travel CardDepartmentAirfare for business travel.Only for university airfare. Must purchase state contract airfare, unless not available or more expensive than non- contract airfare. If need to purchase non-contract airfare, document reason. Card remains in the Business Office. Local Department Travel CardDepartmentTravel expenses (i.e., airfare, lodging, rental car, and/or registration) Only for university travel.Card remains in the Business Office. Multiple User Travel CardDepartmentAll business-related expenses incurred by employee while on university travel. Only for university travel. Card can be assigned to a traveler (employee) who does not have Local Individual Travel Card. After the business trip, the card will be returned to the Business Office. Local Individual Travel CardEmployeeAll business-related expenses incurred by employee while on university travel. Only for university travel.Card is maintained by theCardholder

Centrally Billed Airfare Account  CBA (Centrally Billed Account) for Airfare will be closed at the end of business hours on 08/31/06.  Departments must have Travel Card to purchase airfare.  Departments can continue to use NTS. When purchasing tickets from NTS, you do not need to fax TR.  If your department use state funds to purchase airfare, you should obtain and use State Department Travel Card. Go to AP Travel website to obtain Application Form.

Section II Procedural Changes

New Procedures (Starting September 2006 Billing Cycle)  Cardholder uses P-Card/Travel Card.  Transactions are recorded in SDOL with Default Cost Center only.  Departments enter Expense Account in SDOL by the 20 th following the end of billing cycle. Departments have an option to change cost center (Local to Local, State to State)  AP converts the SDOL data into vouchers and pay JPMC.  Departments run the Expense Report. Cardholder and Certifying Signatory Sign the Expense Report.  Department scan and upload the Expense Report and receipts to the Finance System (available in September 2006)

Differences Procedural Changes  Expense Account for each transaction is entered in SDOL.  Cost Center for each transaction can be changed as follows: Local Default Cost Center to Other Local Cost Center State Default Cost Center to Other State Cost Center  Department can enter Chartfield 1 value  Multiple Cost Centers (up to 10) can be used for each transactions – SPLIT.

Differences Procedural Changes (Cont’d)  No Journals to record expenses.  No need to enter Journal ID into SDOL. P-card – No additional Entries Department Travel Card – Destination/Departure Date/Traveler Individual Travel Card – Destination/Departure Date  No reconciliation for Liability Account and  Same procedures for all P-Cards and Travel Cards. (Travel Cards require additional SDOL entries)

Note  When any budget error occurs (invalid cost center, invalid account, or insufficient budget), AP enters default cost center and liability account (20109 or 20110) on the voucher to process payments. After the vouchers are processed and posted, AP will send CDAs a list of Cost Centers with balances in 20109/20110 The department will need to create a journal entry to reallocate the transaction to the correct cost center and expense account.

Note (Cont’s)  When invalid Chartfield 1 value is entered: The valid Cost Center will not be changed AP deletes the Chartfield 1 value on the voucher to process payments

AP Contact  P-Card Sharon Davis Johnathan Horton Leslie Williams  Travel Card Sandra Silva Deborah Collins