Skip to Search Skip to Navigation Skip to Content

Section 7: Non-Payroll Disbursements

Procard Program

Effective Date:

08/20/12

Approved By:

Lenora Chapman, Associate Vice President, Financial Affairs

Last Revised On:

11/04/2014

For Assistance Contact:

Procard/Travel Card Administration (PTCA)

PURPOSE/SCOPE

To provide guidance on how to obtain, use and account for expenditures using a Citibank® issued Procurement Card (Procard). This guideline applies to all authorized UTSA Procard users and departmental administrators involved in this process.

AUTHORITY


UNIVERSITY GUIDELINES

Table of Contents

A. Overview

The UTSA Procard program is a convenient purchase and payment tool for single purchases up to $5,000. Using a Procard eliminates much of the paperwork and potential delays associated with larger purchases. Administrative costs are reduced because fewer purchase orders, invoices and checks are required to be processed.

NOTE: Citibank issues the UTSA Procard and provides electronic transaction authorizations and billings.

The issuance of a Procard does not affect the personal credit of the cardholder. However, cardholders are personally liable to UTSA for unauthorized purchases and any other inappropriate use of the card.

The Procard program is administered by the UTSA Procard/Travel Card Administration (PTCA) Office.

B. Roles and Responsibilities

The cardholder is responsible for ensuring the Procard is used only for legitimate UTSA business, and all transactions are in compliance with this guideline and any regulatory, statutory, specific grant, funding source, departmental or program requirements.  The cardholder is also typically the reconciler (see Procard Reconciliation and Payment Process).

The cardholder must:

  • Not allow anyone else to possess the Procard or use it to complete a purchase.

  • Never use the Procard to complete personal purchases, even if the cardholder plans to reimburse UTSA.

  • Adhere to the limits and restrictions of the Procard.

  • Secure the Procard while in their possession and/or store it in a secure location within their department, such as a locked file cabinet or a locked desk drawer.

  • Inspect all purchases promptly for accuracy in the event a purchase must be returned to the vendor.

  • Report suspected inappropriate or questionable use of the Procard to the PTCA Office.

  • Complete PS 208.01 - Procard Processing Using UTShare before receiving a Procard

  • Attend the Procard Refresher Training every three years.

The Department Manager or designee is responsible for approving an applicant's request for a Procard, validating the appropriate usage of the Procard for official UTSA business, and assuring compliance with this  guideline when authorizing Procard payments.

The Department Manager or designee must:

  • Designate the default Cost Center responsible for payment of all activity authorized on the Procard.

  • Assign Procard purchasing limits

  • Designate a reviewer to complete the monthly Procard payment process via the Procard Application and Agreement form.

  • Approve the monthly Procard payment

  • Approve all Procard maintenance requests via the Card Maintenance Request (CMR) form.

The reviewer is responsible for completing the monthly Procard payment process. For more information, see Procard Reconciliation and Payment Process.

A cardholder may not be assigned as the reviewer for his/her own Procard.

The PTCA office administers the Procard program at UTSA and is the primary liaison between UTSA and Citibank.

General responsibilities are:

  • Provide training to appropriate administrative staff and cardholders

  • Issue Procards

  • Maintain and update cardholder data

  • Process overrides requested by the Department Manager or designee for appropriate transactions

  • Process credit and single purchasing limit requests and other changes (see Procard Maintenance for more information)

  • Reconcile Citibank charges with payments to Citibank and verify the payments posted correctly in the Citibank system

  • Monitor card transactions and processing payments to Citibank

C. Limits and Restrictions

The Procard may be used only by the approved cardholder for legitimate UTSA business purposes. The Procard must never be used for personal purchases even if the cardholder plans to reimburse UTSA.

The following additional limits and restrictions apply to Procard purchases.

Limits

  • Single transaction limit is $5,000. Individual purchases cannot exceed $5,000 including freight, although the limit may be set at a lower limit by the Department Manager or designee, using the Procard Application and Agreement or CMR form.

    NOTE: Purchases cannot be split over time, or between vendors, recipients, etc. with the intent to circumvent the $5,000 single transaction limit. UTSA is required by state law to inventory and track equipment and controlled items, and these items could not be tracked if purchased with a Procard.

  • Standard credit limit is $10,000, although the limit may be set at a lower limit by the Department Manager or designee using the Procard Application and Agreement or CMR form.

    NOTE:Requests for a credit limit over $10,000 must be approved by the Department Manager or designee using the Procard Application and Agreement or CMR form and submitted to PTCA for final review and approval.

Restrictions

  • Vendor On Hold: No purchase over $500 may be made from a vendor whose status is on hold with the State Comptroller's Office. Cardholders must verify the vendor status via the Texas Identification Number System (TINS) – Vendor Hold Search website prior to completing a purchase. For more information, see Vendor Hold, a section of Financial Management Operational Guideline (FMOG) – Texas Prompt Payment Law.

  • Restricted Businesses:

    Attorney

    Liquor store

    Bank/ATM

    Professional and consultant/contracted service provider.

    Bar

    Restaurants (Special Event privileges only)

    Caterer (Special Events privileges only)

    Temporary labor agency

    Entertainment provider

    Transportation (taxi, limousine, etc.)

    Gas station

    Travel-related: Any business, including airlines, car rental, hotels/motels, travel agencies, etc.

    Hotel/Motel

     
  • Restricted Commodities:

    Alcoholic beverages (Special Events privileges only)

    Food (Special Events privileges only)

    Ammunition and weapons

    Flowers (Special Events privileges only)

    Animals

    Gasoline

    Cash advance and gift cards (including prepaid and declining balance cards)

    Gifts

    Computer or telecommunication equipment over $500 including shipping

    Hazardous chemicals or materials


    NOTE: Additional approval required, contact the UTSA Office of Environmental Health, Safety, and Risk Management (EHSRM) for details.

    Consulting services

    Leases

    Controlled assets

    Personal items

    Controlled prescription drugs

    Purchases that require a contract or include an auto-renew feature

    Cylinder gases, liquid nitrogen

    Radioactive materials

    Decorations (Special Events privileges only)

    Social, entertainment, and recreational memberships.


    NOTE: Certain professional memberships are allowed. See FMOG – Memberships Paid by University Funds for details.

    Electronic equipment over $500 including shipping

    Social or charitable organization dues

    Equipment trade-in purchases

    Telephone Services (landline)

    Entertainment (Special Events privileges only)

    Travel-related expenses

D. Special Event Privileges

Special Event privileges are authorized to a limited number of Procards and allow transactions with certain restricted businesses and purchase of certain restricted commodities in support of business related hospitality.

When expenditures are authorized for official occasions and university functions as defined in FMOG - Business Related Hospitality and Entertainment Expenditures, a completed Business Expense Form (BEF) must be retained on file.

To request Special Event privileges for a new Procard, the Department Manager or designee must complete the Special Event Privileges section of the Procard Application and Agreement. Approval of Special Event Procard privileges is at the discretion of the Assistant Controller or designee.

NOTE: To add or remove Special Event privileges for existing Procards, complete a CMR form. See Procard Maintenance for more information.

It is recommended that cardholders with Special Event privileges complete the Business Related Hospitality and Entertainment (AM553) training class prior to receiving Special Event privileges.

E. Applying for and Receiving a Procard

The applicant must be a full-time benefits eligible UTSA employee and obtain approval from the Department Manager or designee for the default Cost Center responsible for payment of all activity authorized on the Procard.

If the Department Manager or designee approves:

    1. The applicant must read and understand this guideline and sign the Procard Application and Agreement and forward to the Department Manager or designee.

    2. The Department Manager or designee completes the form as follows:

      • Enter the credit limit and single transaction limit (see Limits and Restrictions for more information

      • Enter the reviewer name

      • Sign the application and provide it to the reviewer for the reviewer’s signature

    3. The Department Manager must send the completed and signed form to the PTCA office for processing.



    4. The PTCA office reviews the completed and signed application and transmits it to Citibank after resolving any discrepancies.

      NOTE: If discrepancies cannot be satisfactorily resolved, the application is returned to the Department Manager or designee for resubmission upon correction.

    5. If approved, the PTCA office notifies the cardholder and the Department Manager or designee.

      NOTE: The Procard is delivered to the PTCA office.

    6. The applicant must complete PS 208.01 Procard Processing Using UTShare.

    7. The Procard is distributed to the new cardholder at the completion of PS 208.01

      NOTE: The card cannot be distributed to anyone other than the cardholder whose name is embossed on the card.

    8. The cardholder signs and activates the Procard by calling the number on the back of the card and completing the automated activation process.

      NOTE: During this process, the cardholder is asked for information necessary for activation, such as the account number (16-digit number on the front of the card) and the cardholder's pass code (the last four digits of the cardholder’s UTShare/PeopleSoft Employee ID).

For questions regarding applying for and receiving a Procard, email the PTCA office at procard.travelcard@utsa.edu. To request changes to an existing Procard, see Procard Maintenance.

F. How to Complete a Procard Purchase

To complete a Procard purchase:

    1. Confirm the item to be purchased is allowed and if the Procard is the best payment method.

      1. Review the Procard limits and restrictions to verify that neither the business nor the item is restricted.

      2. Determine whether a state or UTSA contract is available that is applicable to the purchase, or contact a Buyer in Purchasing.

      3. Verify that the transaction including freight, does not exceed the single transaction or credit limit. See Limits and Restrictions for more information.

    2. Select and engage the vendor

      1. UTSA encourages, but does not require, engaging a Historically Underutilized Business (HUB) vendor. Review the current HUB Vendor List, available on the HUB Program website.



      2. If the purchase is over $500, you must ensure the vendor status is not On Hold with the State Comptroller's Office.



      3. If selecting an international vendor, you must email The Office of Research Integrity (ORI) to ensure the vendor is not listed on a U.S. government restricted parties list. See the International Transactions section for details.

        NOTE: ORI verification must be completed regardless of the dollar amount of the purchase.

      4. Determine the quantity, description and price of items to be purchased.

      5. Contact the vendor by telephone, FAX, online, or in person.

      6. If completing an online transaction, you must ensure the vendor's website is encrypted, secure and does not store credit card numbers. To verify if an online transaction is secure:

        • In Internet Explorer, a lock icon appears in the Security Status bar.

        • In Mozilla Firefox, select Tools>Page Info>Security to view the website's Technical Details.

        • View the website address (URL) to ensure it begins with HTTPS (not HTTP), such as https://www.

      7. Identify yourself as a UTSA employee, verify the vendor accepts credit cards, and inform the vendor that you are making a tax-exempt purchase and provide a Tax Exempt Certificate if required by the vendor.

    3. Place the order

      For in-store purchases, present the Procard to the vendor. For other purchases, provide the cardholder name, Procard credit card number and expiration date.

      NOTE:

      • You may also be required to provide the three digit security code found on the back of the credit card.

      • Citibank typically pays the vendor within 24-48 hours of a Procard purchase.

    4. Provide shipping information to the vendor

      • Name of the person placing the order

      • Department name

      • Department address and location (building/room)

        • It is preferred that Procard purchases be delivered directly to the department.

        • If the department prefers to direct the delivery to Central Receiving, all of the above information must be visible on the package.

      • Time of day that someone is available to receive the merchandise

      • Request that the vendor specify Procard Purchase or PCP on the package.



    5. Provide billing information to the vendor

      Provide your department address as the billing address as listed below and inform the vendor that the invoice copy may be included with the shipment or mailed to your department address.

      NOTE: The invoice must not be mailed to the Disbursements and Travel Services (DTS) office.

      The University of Texas at San Antonio
      One UTSA Circle [if department is at Main Campus]
      [Department Name]
      Attn: [Name of person placing the order/receiving the order]
      [Procard Purchase/PCP]
      [Building name and room number for department]
      San Antonio, Texas 78249-1644

G. International Transactions

All international vendors must be screened by ORI to ensure they do not appear on the U.S. government restricted parties list.

NOTE: ORI verification must be completed regardless of the dollar amount of the purchase.

Cardholders must email ORI and provide the following information:

    1. Vendor/merchant country

    2. Vendor/merchant name

    3. Items to be purchased

Cardholders must wait for ORI to provide a response via email before engaging the vendor.

  • If the vendor is on the restricted parties list, the transaction must not be completed.

  • If the vendor is not on the restricted parties list, the transaction may be completed. The email response from ORI must be attached to the other Procard supporting documentation.

    NOTE: Once approved by ORI, cardholders may continue to purchase from the approved vendor without submitting additional approvals until notified otherwise by ORI.

H. Receiving an Order and Recording the Purchase

The cardholder must inspect all shipments promptly for accuracy in the event the order must be returned to the vendor.

NOTE: Most vendors have a thirty-day return policy or other carrier imposed restrictions on reporting concealed damage. After that period, you may not be able to return or replace the items at no charge and you may be assessed a restocking fee.

Open the shipment and verify:

  • Order was filled correctly

  • All items are in good condition

  • All items received are in the quantities and at the prices specified on the Procard receipt or the itemized packing list

  • Sales tax was not charged

NOTE: Most items cannot be returned without the original packaging materials. Cardholders are encouraged to retain boxes, containers, special packaging, packing slips, etc. until they have confirmed the order is not being returned to the vendor.

If the order is accurate, the cardholder must record the transaction in the Procard Transaction Log. See Procard Reconciliation and Payment Process for more information.

I. Returns, Damaged Goods and Credits

The cardholder must read any enclosed instructions carefully and is responsible for contacting the vendor to return incorrect, duplicate, or damaged merchandise purchased with a Procard.

NOTE: Often a customer service telephone number and other instructions are included on the packing slip and/or receipt for returns.

Many vendors require a Return Authorization Number or Return Service Authorization before accepting a return. Failure to obtain the required return authorization from the vendor may result in the return not being accepted and/or being credited back to the Procard.

In some cases, there may be a restocking fee. If the vendor is responsible for the problem, the cardholder should not have to pay this or any other fee. See Disputed and Declined Transactions for more information.

NOTE: Cash or gift cards may not be accepted in lieu of a credit to the Procard.

J. CitiManager System

Cardholders may use the CitiManager online system to review transaction history and download the memo statement for the current period. For more information, see the Self-Registration for Cardholders presentation, available on the PTCA – Training Materials web page.

K. Procard Reconciliation and Payment Process

Each month the PTCA office, cardholder, Department Manager or designee and designated reviewer must review, reconcile and pay Citibank for all Procard transactions. 

This process is completed using memo billing statements received from Citibank, a Procard Transaction Log and the UTShare/PeopleSoft financial accounting system.

1.  The cardholder maintains a Procard Transaction Log in which the cardholder enters details of each transaction (goods received, amounts charged, etc.) and reconciles these transactions to the Citibank memo statement.

2.  The cardholder signs the Procard Transaction Log, attaches the required documentation and submits it to the reviewer.

3.  The reviewer and the Department Manager review and sign the Procard Transaction Log to certify that all transactions for the period have been included and verified, and that all transactions are in compliance with this guideline and any regulatory, statutory, specific grant, funding source, departmental or program requirements. If expenses are allocated to another Department Manager’s Cost Center/Project ID, that Department Manager must also sign the Procard Transaction Log.

    • The reconciler/cardholder reconciles the memo statement to the transactions on the Bank Statement Page of the UTShare/PeopleSoft financial accounting system and changes the Account from the default value 67660 to the appropriate Account. (For detailed instructions see PS 208.01 Procard Processing Using UTShare).
    • When default Accounts have been changed to the appropriate Accounts and transactions have been reconciled, corrected if necessary, and saved, the cardholder/reconciler generates an email notification to the reviewer.
    • The reviewer reviews and approves the transactions.

If a department fails to process a payment for its Procard purchases in a timely manner, PTCA will process the payment using the default Cost Center (see Roles and Responsibilities), and the cardholder may be subject to disciplinary action (see Non-Compliance Consequences).

    L. Procard Maintenance

    The CMR form is used to request the following changes to an existing Procard:

    • Single transaction and credit limit
    • Default Cost Center
    • Reviewer
    • Cardholder name change
    • Card cancelation
    • Card replacement
    • Temporary card activation or deactivation
    • MCC/Vendor addition and deletion

    All requests must be signed by the cardholder and Department Manager or designee and submitted to the PTCA office. If the card is in the cardholder's possession and is being canceled or replaced, it must be cut in half and returned in person to the PTCA office or Fiscal Services (Main or Downtown campus).

    M. Lost, Stolen or Damaged Procards

    The cardholder must immediately report lost or stolen cards by calling Citibank at 800-248-4553. The cardholder must also notify the Department Manager/reviewer and the PTCA office immediately, or at the start of the next business day if the loss/theft is discovered or occurs outside of normal business hours.

    If requested by the cardholder, Citibank completes the card replacement and sends the card to the PTCA office. The cardholder must complete a CMR form to obtain the replacement card. See Procard Maintenance for details.

    If the card is subsequently found or otherwise recovered, it must be cut in half and delivered in person to the PTCA office or Fiscal Services (Main or Downtown campus) as soon as possible for destruction.

    N. Canceling and Returning a Procard

    The Procard may be cancelled for any of the following reasons:

    • Cardholder no longer requires a Procard

    • Cardholder has transferred to a different department

    • Cardholder is no longer employed by UTSA

    • Procard is damaged

    • Inappropriate use of the Procard (see Non-Compliance Consequences)

    The Procard must be cut in half and returned in person to the PTCA office or Fiscal Services (Main or Downtown campus) with a completed CMR. See Procard Maintenance for more information.

    NOTE: The PTCA Office cancels the Procard account and destroys the card.

    The PTCA office may also cancel a Procard if the cardholder:

    • Uses or attempts to use the card for personal or unauthorized purposes;

    • Splits or attempts to split a purchase to circumvent Procard limits or restrictions; and/or

    • Fails to comply with this guideline and any regulatory, statutory, specific grant, funding source, departmental or program requirements.

    For more information see Non-Compliance Consequences.

    O. Disputed and Declined Transactions

    The cardholder must contact the vendor to dispute discrepancies on the memo statement, such as charges for items not received, incorrect pricing or duplicate billing in accordance with FMOG - Texas Prompt Payment Law.

    • If the discrepancy is resolved, the cardholder must verify that the correction has been completed when the next statement arrives.

    • If the discrepancy is not resolved, the cardholder must call Citibank at 800-248-4553 and complete and submit a Citibank Cardholder Dispute Form to Citibank within 60 days of the statement date on which the disputed transaction was posted. The cardholder must retain a copy of the dispute form with the other Procard supporting documentation.

      NOTE: The Citibank Cardholder Dispute Form must be completed even if the vendor is still researching the transaction.

    • If fraudulent activity is suspected, the cardholder must:

      1. Call Citibank immediately at 800-248-4553,

      2. Provide Citibank with any supporting documentation requested,

      3. Complete the Citibank Affidavit of Unauthorized Use Form, and

      4. Provide PTCA with the Citibank email confirmation that the unauthorized user charges are being investigated.

        NOTE: PTCA will monitor account activity and provide guidance on the payment of valid charges.

    It is possible for a vendor to receive a transaction-declined message at the point of sale when processing a Procard transaction. Cardholders may contact the vendor or Citibank to determine the reason for the decline.

    If the decline is received in error, the cardholder may contact the PTCA Office for assistance. If the purchase is being made outside of normal business hours, the cardholder must find an alternate purchase method in accordance with UTSA guidelines, policies and procedures, or cancel the purchase and contact the PTCA Office during normal business hours.

    P. Required Documentation and Retention

    The following documents must be retained by the cardholder — or the cardholder's department if the cardholder is no longer employed by the department — for the current fiscal year plus five additional fiscal years.

    These documents must be readily available for audits and reviews and must be shredded before disposal.

    • An itemized sales receipt or other acceptable form of documentation, such as a packing slip, for each Procard transaction that includes:

      • Date of purchase

      • Vendor name

      • List of each item purchased and the price of each item

    • Completed and signed Procard Transaction Log



    • Departmental controls documentation



    • Packing slips



    • ORI approval email (for international vendors only)

    • Copy of the related memo statement

    • BEF if applicable. See FMOG - Business Related Hospitality and Entertainment Expenditures for more information.

    • Copy of a completed Citibank Cardholder Dispute Form submitted to Citibank, if applicable.

    1. Departmental Controls

    In addition to complying with UTSA-wide requirements and restrictions, the cardholder's department is also responsible for establishing and documenting an appropriate departmental Procard control environment including approvals, adjustments, record keeping, reporting, reconciliation, segregation of Procard duties and supervision.

    Departmental control documentation must be retained with the Procard Transaction Logs, and must be readily available for audits and reviews.

    For more information on internal control see the guidelines located in Financial Management Operational Guidelines – Section 1: Internal Control.

    Q. Procard Compliance

    1. Monitoring Activities

    The PTCA office utilizes management controls, management reports, and compliance audits and reviews to help ensure the appropriate use of the card.

    The PTCA Office continuously monitors and reviews Procard transactions for compliance with this guideline. For more information on the PTCA monitoring process including specific reports used by PTCA, see Procard Compliance Monitoring and Reporting.

    Procard activities and related controls are also subject to the requirements of FMOG - Monitoring Plan for Segregation of Duties and Reconciliation of Accounts.

    Review of Procard transactions may be performed during the Quality Assurance Review (QAR) to provide management with assurance that departmental controls are in place and operating effectively.

    In addition, the following individuals may review and audit Procard use for compliance with this guideline and any regulatory, statutory, specific grant, funding source, departmental or program requirements:

    • UTSA staff in the Disbursement and Travel Services office; Audit, Compliance and Risk Services; the Office of Sponsored Project Administration (OSPA); and

    • State, federal and other auditors and representatives.

    2. Non-Compliance Consequences

    Failure to comply with this guideline and applicable regulatory, statutory, specific grant, funding source, departmental or program requirements may result in disciplinary/corrective measures.   Depending on the nature, severity and frequency of non-compliance, consequences may include notification to management, revocation of Procard privileges, termination of employment, and (in the case of fraud) criminal prosecution.

    Following are examples of progressive disciplinary measures related to non-compliance (this is not an exhaustive list of violations and disciplinary measures):

    1.    Level One includes but is not limited to:
           First instance of:    
    •  Failure to confirm vendor status for a transaction over $500
    •  UTShare Procard Vouchers not approved by due date
    •  Missing, incomplete or non-signed Transaction Log
    •  Missing, incomplete or non-signed reconciliation (when bank memo statement/Procard Voucher differs from Transaction Log)
    •  Failure to secure card (with cardholder when in use, in a secure location within department when not in use)
    •  Using the card to make a purchase from a foreign vendor without documenting ORIC approval
    •  Failure to report lost, stolen or damaged cards in accordance with this guideline
    Consequence:   Non-compliance notification email from PTCA to cardholder’s Department Manager and immediate supervisor.  

    2.    Level Two includes but is not limited to:
    •  Two Level One occurrences within a one-year period
    First instance of:
    •  Use of the Procard by someone other than the cardholder
    •  Use of the card for personal or unauthorized purchases
    •  Use of the card in non-compliance with regulatory, statutory, grant, funding source, departmental or program requirements, and requirements of this guideline not listed under Level One.
    Consequence:  Non-compliance notification email from PTCA to Department Manager with copy to respective Dean and Assistant Vice President Financial Affairs/Controller (AVPFA/Controller).

    3.    Level Three includes but is not limited to:
    •  Two Level Two occurrences within a one-year period
    •  Three Level One occurrences within a one-year period
    First instance of:
    •  Attempting to circumvent transaction limit by splitting a purchase
    Consequence:   Mandatory Procard refresher training, and letter from AVPFA/Controller  to respective Vice President. 

    4.   Level Four: Procard-Related Fraud
    •   Procard-related fraud is intentional misrepresentation or deception related to the use of the Procard and the reporting of Procard transactions. 

    Consequence: Suspected fraud will be reported to UTSA and other authorities as applicable and investigated as appropriate.  Consequences for fraud will vary depending on the outcome of the investigation and the nature of the offense, and may result in disciplinary measures up to and including termination of employment and criminal prosecution.

    R. Exceptions

    The Assistant Controller or designee may authorize certain exceptions to the purchasing authority of the cardholder to meet specific UTSA business requirements. Examples of such exceptions may include purchases of restricted commodities or services and temporarily increasing dollar thresholds due to unusual circumstances or unexpected events. When this occurs, the cardholder receives an email authorizing the exception and such documentation must be retained in departmental files.


    DEFINITIONS

    Term

    Description

    Department Manager

    An individual with fiscal responsibility including Statement of Accounts reconciliation, and decision making authority for university resources who has approval access to commit funding using the institutional financial accounting system.

    Controlled Assets

    The Texas Comptroller of Public Accounts defines controlled items as stereo systems, cameras, video recorders/laserdisc players (TV, VCR, camcorder), desktop and portable CPUs, printers (not portable), and data projectors valued from $500 to $4.999.99. In addition, firearms are controlled assets regardless of cost. See the detailed list of controlled property class codes on the State Comptroller's website.

    Memo Statement

    A listing of transactions for the current billing period for an individual Procard. Memo statements do not include beginning or ending balances or prior period activity.

    Merchant Category Code (MCC)

    MCCs are assigned by MasterCard® to classify vendors according to the primary type of commodity (goods/services) they provide. MCCs are assigned to Procards to help ensure that the cards are not used for purchases from restricted vendors.
    EXAMPLE: MCC 5811 (caterers) is assigned only to Procards with Special Event privileges.

     

    REFERENCES/LINKS

    RELATED FORMS/WORKSHEETS

    1. Business Expense Form (BEF)

    2. Card Maintenance Request (CMR)

    3. Citibank Affidavit of Unauthorized Use

    4. Citibank Government Cards Cardholder Dispute Form

    5. Procard Application and Agreement

    6. Procard Transaction Log

    7. Tax Exempt Certificate


    REVISION HISTORY

    Date Description
    11/04/14 Updated section on procard reconciliation and payment process.
    06/19/14 Updated DEFINE information for transition to PeopleSoft.

    10/24/12

    Updated to add "or designee" after "Assistant Controller" in section D under the Procard program section.

    10/24/12

    Updated to add "or designee" after "Assistant Controller" in section D under the Procard program section.

    06/19/12

    Published new FMOG to be effective on 08/20/12. Email financialaffairs@utsa.edu with any comments, questions and/or feedback.


    In All We Do, We Do With Excellence - Every Person - Every Day - Every Job
             

    Operational Guidelines

    Helpful Links