Procurement Card (Procard)

General Card Information

Citi Commercial Card - UT Austin Tax Exempt Purchases ONLY

Prohibited Purchases

Before using the procurement card, please refer to the Procurement Card Guidelines - Prohibited Purchases page to review University policies regarding specific purchases.

Procurement Card: Policies and Guidelines - Prohibited Purchases

You may not use the Procard to purchase hotel rooms for travelers, nor use the card for any travel purposes.

Card Holder	Billing Information
Annette Smith - 3607	1616 Guadalupe St, Austin, TX 78701

Office Max/Office Depot Tax Exempt Card

Store Purchasing Program
8012 554 2809

Procard Reconciliation Procedure

Receipts

The Procard can be used by multiple users due to the Purchasing departments inability to maintain an account (conflict of interest). Obtain receipts for any and all purchases made or credits earned with the Procard either electronic or physical copies. Keep them in a designated monthly Procard folder in fa-jackson. (HUB>Administration>BFS Documents and Procard>Procard)

Special Note: Ensure that Official Occasion Expense Form (OOEF) is included in documentation.

Logging

After purchase has been made, open the Departmental Transaction Log (found in the Procard folder) for the current fiscal year. ((HUB>Administration>BFS Documents and Procard>Procard) and prepare to notate ONLY the following for each purchase:

Reconciliation Checklist
Account Number
Requestor
Vendor Name
Vendor in Good Tax Standing? (Y/N)
Amount
Was Sales Tax Charged? (Y/N)
Description of Purchase

Voucher (VP7) Document Prep

Business Financial Services (BFS) sends out a monthly email containing the Procard Voucher Deadline and VP7 Voucher List. Find the VP7 number next to the cardholder's name and add this Document ID number to Departmental Transaction Log at the top of the excel sheet (VP7 Doc ID#).

Open *DEFINE and find the document using the Doc ID#. Verify the Line Items section. In the "ACTION" section, type in PRT, then 0525 (left) or 2215 (right) to print the cover page for the VP7 document. Save the VP7 document as a PDF and store in the monthly Procard folder in fa-jackson.

Departmental Transaction Log Approval

After completing all steps required for the log, save as a PDF and upload the DT Log into Docusign. Send to the director email (EID email), and ensure that signature and certificate of completion is moved into the Procard Documents folder in UT Box.

Docusign will require the submitter to add a tag, please add the Signature Tag next to "Procard Holder Signature." This must be done for each VP7 reconciliation or it will not be final approved for payment. Ensure that each authorized signature is present for each account used. Additional research might be needed to add the accurate signer in Docusign.

Arrange the packet in the following order using Adobe Acrobat Pro:

VP7 Submission Checklist
Signed Departmental Transaction Log (Docusign)
DEFINE VP7 Cover Page
Supporting Documents (Receipts, Confirmations, Etc.)

Shortcut Tip

Use the CTR+SHIFT+I option to add pages in Adobe Acrobat Pro.

Save the document as a PDF in the following file name format. Store the document in the monthly Procard folder.

File Name

FirstInitialLastName_MonthYear (ex: ASmith_JulyYY.pdf)

Submission

Navigate to the BFS Invoice Tracker website and click "Create" at the top right corner.
See instruction here or follow simple instructions below:

Select New Invoice. Select Procard as Payment type dropdown menu. Department contact is procard holder. Vendor Invoice is name of the procard file (excluding the .pdf). Enter the amount, keep the priority set to normal. Include the procard file attachment ensuring that both the signed cover sheet and transaction log have been added.

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