P-Card Administration - Processing Credit Card Transactions

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Scope

This procedure covers the monthly processing of the credit card transactions.

Refer to the Procurement Services website for additional information.

System References

Submitting Requests for Reports

Entering Prepayments

Applying Prepayments to Invoices

Processing Monthly Am-Ex Invoice for P-Cards

Policy

Note: It is important to ensure that the American Express Invoice is not simultaneously validated. Simultaneously validating the Invoice results in doubling the burdenable amounts in Grants. To avoid this problem it is critical that the P-Card Coordinator is not in the AP nightly invoice validation program.

AP P-Card Holders are those individuals who have the responsibility to change PTAEO information in the Integrated System on one or more cards. This individual may or may not be the same as the individual who actually possesses and uses the card.

The University Procurement Card is available to individuals in non-Medical Center departments who are directly responsible for making small-dollar purchases.

The State's Department of Accounts has certain rules that apply to the University Procurement Card, including:

cardholders are not permitted to allow another person to use their card
cardholders are permitted to have only one active card at a time
cards that have had no charges for over thirteen months will be deactivated unless the cardholder can provide reasonable justification for keeping it active.
cardholders may not fax their account numbers to vendors.
cardholders and their supervisors are required to sign and date each monthly credit card statement.
cardholders who had no charges for the month and received no statement must notify their supervisor in writing (in lieu of a reconciled statement).

The maximum spending limit for the Procurement Card is $4,999 per transaction and $7,500 per month, although departments may lower these limits as needed.

Requests to raise the monthly limits are made by completing a Monthly Spending Request for Exemption Form, available in the UVA Forms Directory, and also from the Procurement Services website.

The normal spending limits do not apply to air and rail tickets. Special procedures apply for air and rail tickets. See the Procurement Services website.

Procurement cards will be revoked for a minimum of three months for cardholders who authorize charges in excess of their transaction limit (including split charges)

The Procurement Card may not be used to purchase restricted items. A list of restricted items can be found on the Procurement Services website.

Internet Purchases may only be made at secure web sites.

The Procurement Card may be used to pre-pay for some travel expenses when advance payment is required, including:

Pre-payment for conference registration, if not paid to a hotel
Purchase for air and rail tickets, even if the price exceeds the Procurement Limit. See the Procurement Services website for more information.

Responsibility

The AP P-Card Coordinator is responsible for coordinating and managing the Procurement Card program. The P-Card Coordinator cannot be in the AP nightly invoice validation program. This will help ensure that the American Express Invoice is not simultaneously validated which will result in doubling the burdenable amounts in Grants.

The AP P-Card Holder is responsible for reviewing transactions in IS and changing PTAEO information for transactions when appropriate.

The Cardholder is the individual who has physical possession of the P-Card and uses it for purchases.

Distribution

Director of Procurement Services

AP Administrator

AP Payment Processor^*

AP P-Card Coordinator^*

Ownership

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

Activity Preface

This activity is performed when the AP P-Card Coordinator receives the monthly file and/or paper bill from American Express.

AP P-Card Coordinator

1. Receive (and download) the file from American Express of the monthly transactions.

Email the file to the appropriate ISDS technical analyst, who will inform you when the process can begin.

2. Compare the report total transactions with the paper bill from American Express.

3. Submit a request to run the UVA - Credit Card Transaction Data Loading (Request Set), to load the extracted data from the Amex file into the credit card transactions screen.

Refer to Submitting Requests for Reports.

Do NOT insert dates for the request set.

This report generates the header information containing the cardholder name, card number, and transaction amounts for invalid cards.

Invalid credit card numbers will be exceptions and will not be processed, and will appear on this report.

Determine if the invalid credit card numbers are to be processed by UVA or are the responsibility of American Express. You must correct all invalid transactions and run the UVA - Credit Card Transaction Data Loadingrequest before transactions are loaded.

Transactions not loaded will not be included in the payment to American Express.

4. Inform the AP Payment Processor to process the prepayment to American Express for the amount of the transactions in the monthly American Express statement.

The American Express prepayment account will be debited and cash will be credited.

AP Payment Processor

5. Initiate prepayment to American Express.

Refer to Entering Prepayments.

AP P-Card Coordinator

6. Submit a request to run the UVA - Credit Card Create Distributions (Request Set).

Refer to Submitting Requests for Reports.

Do NOT insert dates for the request parameters.

This report generates the distribution lines, from which the AP P-Card Holders will verify transactions and change PTAEOs, and enable the P-Card Holder responsibility.

7. Send email notification to AP P-Cardholders that they have five days to verify credit card transactions and change PTAEO information if necessary, before the transactions will be charged to the default PTAEOs.

8. After the designated period of time during which the AP P-Card Holders can change the PTAEO information on individual transactions, submit a request to run the UVA - Credit Card Invoice Interface Summary Set (Request Set).

Refer to Submitting Requests for Reports.

This process moves the transactions into the AP Invoices Open Interface Table and disables the P-Card Holder Responsibility.

Do NOT insert dates for the request parameters. Select "no" to see a list of the detailed transactions.
Review the report, and request changes as necessary.

9. Submit a request to run the UVA - Purge Credit Cards Transactions Report (Single Request).

Refer to Submitting Requests for Reports.

This will remove all credit card transactions from the interface table.

10. Submit a request to run the Payables Open Interface Import (Single Request).

The person running the Interface Import cannot be in the AP nightly invoice validation program. This will help ensure that the American Express Invoice is not simultaneously validated which will result in doubling the burdenable amounts in Grants.

Refer to Submitting Requests for Reports.

Select credit card for source.

This report loads the invoice to American Express into the invoice entry screen with multiple distributions from all the combined credit card transactions by PTAEO. The invoice is available for approval, the PTAEOs will be charged, and the invoice is applied against the prepayment amount to American Express.

11. Run the Invoice Validation program.

Select the following parameters:

For Option select: All.
For Entered By: enter your ID.

This process will validate the American Express Invoice that you created from the UVA Payables Open Interface Import. You must enter your ID before you submit this program. Without your ID, the program will validate all departmental invoices and payment vouchers. You can also limit validation by entering the invoice number as a parameter. (Note the individual running the program cannot be in the AP nightly invoice validation program)

12. Apply the prepayment to American Express to the invoice.

Refer to Applying Prepayments.

End of activity.

P-Card Administration - Processing Credit Card Transactions: Flowchart

Effective: 11/10/04

Revision: 3 mr