From: Bobbi A McCracken <bobbi.mccracken@ucr.edu>
Sent: Friday, January 4, 2019 5:48 PM
To: msoadm@scotmail.ucr.edu
Cc: Ellery L Triche <ellery.triche@ucr.edu>; Gigi Tisdom <edvige.tisdom@ucr.edu>; Aver R Smith <aver.smith@ucr.edu>; procard@ucr.edu; TravelFeedback@ucr.edu
Subject: ProCard Expanded Functionality
Dear Colleagues,
In order to provide departments with increased flexibility to meet operational procurement and travel needs, Procurement Services and the Accounting Office are pleased to announce the expansion of the procurement card (ProCard) functionality to include university business related travel. The purchase of airfare and lodging can be accomplished using a ProCard beginning January 15, 2019. This modification complements the change made in August 2018 authorizing conference registration fees to be charge to the ProCard.
Additional information regarding the expansion of ProCard authority will be discussed at the following user group meetings:
- Travel/ePay User Group 1/10/19 9:00-10:30 in the Alumni & Visitors Center
- eBuy/Accounts Payable User Group 1/11/19 3:00-4:30 in the Alumni & Visitors Center
As a result of this change, department heads and financial officers should consider the following and modify control procedures as appropriate:
- The standard cardholder limits are $5,000 per transaction, $20,000 per day and $50,000 per monthly cycle.
- Are additional procurement cards necessary in your department to procure airfare and lodging? If so, please review the requirements at https://purchasing.ucr.edu/procurement/procard/procurement.html and complete the attached application.
- Are the standard card dollar limits sufficient to meet your department’s needs? If not, please send an email to procard@ucr.edu with an explanation of the special circumstances.
- Department ProCard Post Audit Notification (PAN) reviewers should continue to review ProCard activity daily (source code PRO) and immediately report concerns of fraud to procard@ucr.edu.
- Should this responsibility be shared with two or more individuals? If so, consider how this task will be divided to maintain accountability. PAN reviewer roles can be established via EACS using the UCRFS PAN application and source code PRO. Please notify procard@ucr.edu to inform the card administrator of changes to PAN reviewers.
- Departments continue to be responsible for promptly preparing ProCard Cost Transfers (PCT).
- Airfare and hotel expense accounts will be available via the PCT on 1/15/19.
- If a conference registration fee includes lodging, the PCT should use the appropriate expense accounts for lodging and registration fees. Please ensure your Department Card Administrator is aware of these changes.
- The ProCard cannot be used to pay for personal items, meals, services available for an additional fee, social activities, or out-of-policy air travel services (e.g. First or Business Class upgrades).
- The ProCard administrator may request supporting documentation to support transactions similar to the existing audit process.
- Inappropriate use of the ProCard may result in the suspension or termination of the cardholder’s privileges and/or other administrative actions.
- Travel expense reports will need to continue to reflect all travel related expenses to meet UC Travel Policy requirements.
- How will your unit ensure ProCard charges are included as pre-paid expenses on travel expense reports?
- How will travel coordinators be made aware of these purchases?
- After January 15th, the ProCard should be used for airfare purchases via the Connexxus portal instead of using a purchase order. Please note the purchase order option via the Connexxus portal will be phased out in the next few months.
- Should your department travel coordinator have a ProCard? If so, please review the requirements at https://purchasing.ucr.edu/procurement/procard/procurement.html and complete the attached application.
Applicable UCR policies & procedures are being updated to reflect these changes. Please direct questions to travelfeedback@ucr.edu and/or procard@ucr.edu