Procurement Card - Changing PTAEO Information

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Distribution

Director of Procurement Services

AP Administrator

AP P-Card Coordinator

AP P-Card Holder^*

Related Procedures

Procurement Card - Reviewing Transactions

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

You may receive statements from both Amex and MasterCard. If you receive any statements from Amex, please immediately notify the Purchasing Card Administrator by email at prs-trng@virginia.edu.

Ensure that you lock your computer when you leave your desk so that the card numbers will not be compromised. Keep purchasing card information in a locked secure desk drawer or cabinet.

Changing PTAEO

IS Payables
UVA Credit Card Transactions
Procurement Card Transactions

1. Run a query to find the transactions you want to review.

M ® View ® Query by Example ®Enter
Enter search criteria.

Enter the credit card number in the Card Number field. (572116520007%)

M ® View ® Query by Example ®Run
When you enter a query, the following screen may appear:

Do not click on the cancel button, unless you want to abort the query.
Use Ctrl F11 if you have one (1) credit card transaction list to review.

Note: For multiple cards, the search results for all P-Card transactions that you are authorized to view and access, are sorted by transaction date, not by card number.

2. Ensure that the current record indicator (the blue box to the left of the card number field) is on the first record.

3. Click on the Distributions button.

4. Review the information in the Project, Task, Award, and Organization fields. This is the default PTAO.

Ensure the PTA does NOT default with any of the following for Project, Award and Organization:

Project: 101466
Award: SS00006
Organization: 20055

If any distributions contain the above PAO, they must be changed to a valid department PTAEO. The reason these PAO’s appear, is because the card’s default PTAEO is no longer valid.

If a change needs to be made to the default PTAEO:

ensure that the PTAEO is changed for every transaction for the current statement. Complete the Purchasing Card Change Request – Change Default PTAO so that all future transactions will default to a valid PTAEO.

5. Review each transaction to determine if any PTAEO needs to be changed. The expenditure type has been defaulted to the commodity provided by the merchant and the history of usage at UVA. If the mapping does not produce the correct expenditure type for a purchase, the PTAEO changer is still responsible for entering a correct one when reviewing the transactions. If you think there is a more appropriate expenditure type than the one defaulted for a particular merchant type, please email prs-trng@virginia.edu with the merchant name, default expenditure type and the expenditure type you believe should be the default. The Program Administrator will investigate whether a permanent change to the default expenditure type for that merchant is needed.

It is very important that you review each p-card transaction and correct the expenditure type as appropriate to meet eVA requirements.

6. Change the PTAEO information as necessary, by choosing from the list of values for the Project, Task, Award, Expenditure Type, and Organization fields.

To add new distribution lines or split the charge between two or more PTAEOs, duplicate the information from one field to another, as appropriate.
M ® Edit ® Duplicate Field Above orShift and F5.

Note: The system generates the following error message when an invalid PATEO has been entered. You will not be allowed to proceed until a valid PTAEO has been entered.

7. Enter a brief description of the charge.

For example, you could enter “Conference Registration for Dr. Jones for annual American Heart Association conference”.

The description field pulls into Discoverer report IS.FM.Expenditure Detail by Project.

8. Ensure that the Transaction Amount and the Distribution Total Fields match.

If they do not match, correct the appropriate distribution lines(s) so that the total of all line amounts equals the total of the transaction amount. You will not be allowed to proceed until this is corrected. Click on the [OK] button and correct the line.

9. Save your work.

10. Close the Distributions screen.

11. Repeat the process for the next transaction on the Procurement Card Transactions list.

12. Once you have reviewed distributions for the Procurement Card Transactions list query for another cardholders transactions.

Effective: 09/28/07

Revision: 11 dhw