PROCUREMENT CARD HANDBOOK

for CARDHOLDERS, RECONCILERS,

AND APPROVING OFFICIALS

(Revised August 28, 2007)

PROCUREMENT CARD HANDBOOK

TABLE OF CONTENTS Page

Welcome ..................................................................................................................... 3 Key Contacts .............................................................................................................. 4 Key Websites .............................................................................................................. 4 Overview of Procard Process .................................................................................. 5 Difference between Procard and a Personal Credit Card .................................... 5 Cardholders/Approving Officials/Reconciler’s Responsibilities ......................... 6 Cardholder Responsibilities ..................................................................................... 6

Departmental Procedure ..................................................................................... 6 Restricted Fund Accounts .................................................................................. 6 Place the Order ..................................................................................................... 7 Billing Address ..................................................................................................... 8 Receive the Goods and Obtain a Record .......................................................... 8 Certification of Unavailable Documentation ..................................................... 8 Verify the Goods Received are the Goods Ordered ........................................ 8 Help reconcile Transactions ............................................................................... 9 Keep Transaction Log ......................................................................................... 9 Record Retention ............................................................................................... 10

Reconciler Responsibilities .................................................................................... 11 Approving Official Responsibilities ...................................................................... 12 Authorized and Prohibited Purchases .................................................................. 12 Representational and Non-representational Purchases .................................... 14 Violations and Consequences .............................................................................. 14 Disputes .................................................................................................................... 15

Attachments: 1. Application Form 2. Approving Official Agreement 3. Cardholder Agreement 4. Card Change Form 5. Card Close Form 6. Reconciler Instructions 7. Pathway Net Quick Reference Sheet 8. Sample Card Log 9. Banner Finance Screen Print 10. Certification of Unavailable Documentation

Note: The forms above are available for download at: www.procurement.uaa.alaska.edu

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WELCOME TO THE UNIVERSITY OF ALASKA ANCHORAGE’S PROCUREMENT CARD PROGRAM!

We hope you find this Procurement Card (Procard) Program to be helpful in conducting business for the University. Please do not hesitate to ask questions regarding any aspect of the Procard Program. We welcome your input and suggestions for improvement of this program. USING THIS HANDBOOK

This handbook will provide you with the basic steps for using the Procard. It covers usage, compliance issues, documenting transactions, reviewing and approving statements, reallocating transactions, and more. For further details on any procurement card issues, contact the UAA campus procurement card program administrator in the Procurement Services Department identified in the key contacts section on the next page.

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KEY CONTACTS - WHO TO CALL

For questions, overall procurement card procedural issues, to enroll new cardholders, update cardholder data, accounting issues, and audit issues contact: Procurement Card Program Administrator: Vicki Radonich e-mail: anvir@uaa.alaska.edu , Phone/Fax: (907)786-6512/786-6519 Procurement Card Assistant Program Administrator: Sandy Snethen e-mail: ansas@uaa.alaska.edu, Phone/Fax: (907)786-6516/786-6519 For department procurement card procedural issues contact your: Department Reconciler: _________________________________________ Department Approving Official: ____________________________________ To contact the bank use the following numbers: JPMorgan Chase CUSTOMER SERVICE: Phone: (800) 316-6056 FAX: (847) 931-8861

LOST OR STOLEN CARDS IMMEDIATELY CALL (800) 316-6056

WHEN REPORTING A LOST OR STOLEN CARD TO THE BANK, PLEASE INFORM THEM THAT THIS IS A COMMERCIAL CREDIT CARD FOR THE UNIVERSITY OF ALASKA ANCHORAGE.

KEY WEBSITES – WHERE TO GO Pathway Net: https://pwnet.procard.com/alaska (For cardholders to view transactions and Reconcilers to review and reconcile transactions). UAA Procurement Services Department: www.procurement.uaa.alaska.edu (For forms, procurement card handbook and information on the procurement card program).

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OVERVIEW OF PROCARD PROCESS

Authorized cardholders make authorized purchases using the Procard (MasterCard) which is provided through a contract with the bank to purchase allowable small dollar (under $2,500 per transaction) goods and services for the University. The bank sends transactions made with the Procard electronically to Pathway Net, a web based administrative tool, usually within two (2) days after the card transaction has been charged by the merchant. The department reconciler has from Tuesday at Noon until the following Tuesday at Noon to review charges and change accounting codes in Pathway Net before the transactions from the previous week (M-F) roll into Banner. (See Attachment 6 for Reconciler Instructions). The information from Pathway Net is transferred to Banner to record the transactions in the University’s Financial accounting system. It’s transferred as a journal voucher regardless of budget availability.(See Attachment 9 for how Procard transactions will appear on Banner Finance). On or before the 10th of the month, the reconciler must print from Pathway Net the Cardholder Statement of Account for the previous month’s transactions and sends it to each cardholder who made purchases. The cardholder must sign the statement, attach original itemized receipts and pass it along to his/her Approving Official who reviews and approves by signing the statement. The Approving Official returns it to the Reconciler who files it away for future reference. The retention for purchasing documents for the University is 7 years. Transactions made with the Procard are billed directly by the bank to the University, even though the name of the cardholder is on the card. The University pays the bank once a month for all charges made by every cardholder. The merchants are paid by MasterCard within 48-72 hours of when the merchant gives/transmits the transaction to MasterCard. The Procurement Services Procurement Card Program Administrator will periodically review Procard records such as the statements, receipts and transaction log(s) for each cardholder. Reviews will be performed at the department location or by requested document copies sent to Procurement. This is to ensure that transaction logs are being maintained, the appropriate documentation (receipts, packing slips, etc.) is being kept, and that required approvals are obtained. UAA Internal Audit and potentially other State and Federal auditors may also review Procard records.

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DIFFERENCES BETWEEN THE PROCARD AND A PERSONAL CREDIT CARD

• The University is liable for all charges made on the card before the card is reported lost or stolen to the bank.

• There is no personal liability on the card unless the Cardholder violates the terms of the Cardholder Agreement or by making a personal purchase.

• The maximum limit per transaction is $2,500. The department may request to set a lower limit for any Cardholder.

• Each card has limits which can be specified by the Department for each Cardholder.

These are (30 day) cycle dollar limits and maximum number of transactions allowed per day and per cycle.

The card belongs to the University, not the individual. When an employee terminates

their employment with the University, the Procard should be shredded or cut in pieces and a Cardholder Cancel Form submitted immediately to the UAA Program Administrator. If an employee moves to another department in the University and he/she will be using the Procard, the card should be retained by the individual and a change form submitted to the UAA Program Administrator. The new departmental address, default org/fund/account, reconciler, and approving official information will be updated when the Cardholder Change Form signed by the new Approving Official is received.

Cardholders are trained in the proper procedures for making low level purchases for their

department. They must sign an agreement holding them responsible for their actions in performing this vital University function (See Attachment 3 for Cardholder Agreement).

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CARDHOLDERS RESPONSIBILITIES Departmental Procedures Cardholder must follow their existing departmental purchasing procedures when making a Procard purchase. Restricted Fund Accounts Default accounts must be UAA’s general (fund one) account. However, the funding can be changed to a grant account during the reconciliation process. For grant-funded departments, it is the individual procurement cardholder’s responsibility to ensure that grant requirements are met. If you have any questions about a purchase on a restricted fund account, contact the Grant and Contracts Department. Place the Order 1. Orders for allowable goods or services may be placed in person, by phone, by fax, by

mail or via a secure link on the Internet. Keep an electronic or manual log of purchases made. Tell merchant this is a University of Alaska purchase, is tax-exempt and should be accorded any applicable discounts

2. Give name as it appears on the card 3. Give accurate delivery information. Request that the vendor include on the outside

packaging label the following: department name; your name, department address; and phone number. See example below:

University of Alaska Anchorage Languages Department Languages Building, Room 101 Attn: Jane Doe 3211 Providence Drive Anchorage, Alaska 99508 Phone Number: (907) 786-6000

NOTE: Because we cannot track procurement card purchases in Banner Finance, as we can with items ordered via a Purchase Order, it is important that the deliveries are made directly to the department. If addressed as above, with specific buildings and room numbers, UPS, FedEx and the Post Office will be able to deliver correctly.

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4. DO NOT USE THE ADDRESS FOR CENTRAL RECEIVING. If Central receiving receives an inappropriately addressed package, they may not be able to determine the location to make the delivery and the package may be returned.

5. Make sure that the appropriate departmental personnel are aware of your purchase in case a package arrives in your absence. Also, after the package has been received, be sure you have followed all departmental procedures regarding processing, record retention/documentation requirements.

6. Request that a sales receipt be placed in package 7. Do not allow COD deliveries 8. If your transaction is declined:

• Have merchant re-enter the card number and expiration date. It may have been mis-keyed.

• The transaction may have put you over your cycle limit. Check your transaction log. • The merchant's 4-digit Merchant Category Code Group (MCCG) may be on your

card's excluded list • The transaction link between the merchant and its bank may be down. Ask the

vendor to try again later • Contact the bank's customer service department, 800-316-6056 to determine why

the transaction was declined. Billing Address

If the vendor requests the “billing address” provide them with your department address as it was listed on the cardholder application. It will never be a home address.

Receive the Goods and Obtain a Receipt

1. For purchases made in a store, this is done at time of purchase 2. For goods ordered by phone, fax, or mail, this will be done after receipt of goods in

the form of a receipt, packing slip, or order form. 3. For internet orders print the screen and/or order confirmation. 4. All receipts must contain the following information:

• Cardholder name • Vendor identification • Date purchase was made • Description of each item purchased • Per item cost if available from vendor

Certification of Unavailable Documentation For any procurement card transaction that does NOT have documentation (receipts), use the Certification of Unavailable Documentation Form (Attachment 10) demonstrating a good faith effort to obtain a receipt.

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Verify the Goods Received are What Was Ordered It is the cardholder’s responsibility to ensure receipt of materials and services and to follow up with the vendors to resolve any delivery problems, order discrepancies or issues with receiving damaged goods. In the case of returns, the cardholder is responsible for coordinating returns directly with the vendor, as well as securing the appropriate credit when the goods are returned. Never allow a cash refund for a returned item. Keep the return documentation with the department log sheet. Help Reconcile Transactions

• Work with your Reconciler as he/she reconciles your transactions. Notify the Reconciler of any potential disputes or account distribution changes. Only the Reconciler can change an account in the Pathway Net.

• The reconciler will print out the Cardholder Statement of Account (Rpt #121) containing all cardholder's transactions over the previous month.

• Verify all transactions are correct. Any problems should be identified to the reconciler. All backup receipts are to be kept with the Cardholder Statement of Account.

• Sign the monthly Cardholder Statement of Account. • Take Cardholder Statement of Account and backup to the Approving Official who

must sign and approve the Cardholder Statement of Account. • Forward to your reconciler the approved statement and supporting documentation.

The reconciler will file it for future reference and audit purposes. Keep Transaction Log The cardholder is responsible for maintaining a transaction log. It must be completed by each cardholder for each transaction as it is made. The log must be reconciled to the Procard Statement each billing cycle. This is a budget management tool necessary for tracking transactions that have not yet cleared the account. For record keeping purposes, one or more of the following original items need to be kept with the log to be attached to the Statement of Account at month end:

• Itemized sales receipts • Packing slips • Merchandise advertisement • Any other pertinent information related to the purchase

Important: Remove any card numbers and/or expiration dates from the retained backup

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The transaction log must include the following:

• Date of transaction • Vendor name • Description of purchase • Transaction amount

But may also include a column for:

• Org-Fund-Account • Journal Voucher number • Date transaction cleared Pathway Net • Other remarks

When the monthly Procard statement is printed, the Reconciler will review the statement to verify that it matches the transaction recorded in your log. Any discrepancies identified should be PROMPTLY investigated and recorded in the remarks section of the transaction log.

Please see Cardholder Agreement (Attachment 3) for further description of responsibilities.

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RECONCILERS RESPONSIBILITIES

Weekly: Before the transactions are rolled into Banner on Tuesday at Noon • Review cardholder transactions in Pathway Net. • Resolve any questionable transactions with the cardholder. • Identify any potential disputes of transaction with the cardholder. • Reallocate and/or split transaction charges to appropriate account numbers and

object codes. This will be accomplished by changing the org/fund/account code in Pathway Net.

• Notify the Approving Official and campus Program Administrator of any violations. Monthly: By the 10th of the Month Following the Month the Transactions Were Made • Print the Statement of Account for the previous month for each cardholder that had

activity for whom you reconcile, attach backup, and forward to the Cardholder and Approving Official for signatures

• Maintain all original records of transactions for each Cardholder for reference and audit purposes. The Reconciler is the point of audit.

As required: Changes in Cardholder Information • For any changes needed to be made for a specific cardholder such as default

account, location, Reconciler or Approving Official, etc., submit a Change Form (Attachment 4) signed by the Cardholder’s Approving Official indicating the change.

As required: Procurement Card Close Request • If a cardholder is leaving the University, or is transferring to an assignment where a

Procard is not necessary for their duties, submit a Close Request Form (Attachment 5) signed by the Cardholder’s Approving Official to close the account.

Record Retention The transaction logs, statements and supporting documentation MUST be maintained by the department for seven (7) years. They may be subject to University, state and federal audits. These documents are “accounts payable” documents and follow the same retention and audit standards.

See Reconciler’s Instructions (Attachment 6) for further detail.

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APPROVING OFFICIALS RESPONSIBILITIES

• Timely review of the monthly Statement of Account for each Cardholder to verify:

• Proper department procurement procedures are followed • Appropriate documentation (logs, receipts) is kept • Explanation of variances between invoices and charges are included • Prohibited purchases have not been made.

• Sign each Statement of Account for each cardholder. • Take appropriate action for violations (see violations and consequences) by:

• Informing cardholder of problem and consequence of violation • Informing Program Administrator of actions taken

• Immediately inform the Program Administrator of transfer or termination of cardholders, and/or your own transfer or termination or designation as an Approving Official

See Approving Officials Agreement (Attachment 2) for

additional detail on responsibilities.

AUTHORIZED AND PROHIBITED PURCHASES AUTHORIZATION TO MAKE A PURCHASE Your Approving Official, Program Administrator, Dean or Director will let you know what you are authorized to purchase and the limits that go with that authorization. If you are making purchases against a grant account, it is your responsibility to make purchases that are allowable under the terms of the grant. PROHIBITED PURCHASES The Procard shall NOT be used for the following purchases: Commodities

• Firearms or ammunition • Furniture that has not been reviewed and approved by the UAA furniture buyer • Hazardous Material • Drug Enforcement Agency licensed substances • Cash or cash type transactions including gift cards and eBay • Alcohol

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The following Services may NOT be paid with the procard :

• Services from unincorporated (sole proprietor, partnership, limited liability

companies) service providers. You should ask the vendor prior to making the purchase, or if the vendor or contractor has an Alaska Business License a query can be done on the specific business at the State of Alaska Department of Community and Economic Development’s Division of Occupational License website that will indicate “Business Type” among other criteria. www.dced.state.ak.us/occ/search1.htm

• Travel and travel related expenses – example: airline, rail, or bus tickets, vehicle rental, meals, lodging (however, registrations are allowable and should be coded 3661)

• Contracts requiring authorized signatures, including leases • Moving expenses • Removal of hazardous or radioactive materials • Professional Services: Consulting, Medical, or Legal (regardless of their

incorporated status) Services MAY be procured with the procard for/from :

• Allowable Memberships/Dues (use account code 3662) • Conferences/Registrations (use account code 3661) • Freight/Shipping (use account code 3351) • Postage (use account code 3444)

Other Prohibited Transactions:

• Contract purchases to Non-contract providers • Payments to individuals for any reason • Personal purchases (regardless of intent to reimburse) • Payments within the University system other than the Bookstore or Nana Food

Service • Splitting an order to force it below the transaction limit of $2500 • Tuition payments • Recreational activities (Bowling, Lazer Tag, etc.) • Gifts, donations, or contributions to individuals or organizations

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REPRESENTATIONAL AND NON-REPRESENTATIONAL PURCHASES

Representational/Non-Representational Expenses Payments for Representational purchases (entertainment) are not allowed on the Procard. The following non-representational Procard purchases require prior approval from Accounting Services regardless of the purchase price. Procard records must be supported by either a blanket authorization letter or an approved non-representational form.

• Flowers • Food • Catering

VIOLATIONS AND CONSEQUENCES OF MISUSE OF THE PROCARD Sharing Your Procard or Procard Number

Do NOT share your Procard or Procard number with ANYONE. The Procard is to be used by only the cardholder named on the face of the card. This includes transactions over the telephone and internet.

Personal Purchases

• The University must be reimbursed immediately. • Written warning will be given to the Cardholder. • Cardholder may be required to obtain additional training. • Card may be revoked. • Violation of this policy may be investigated and could result in termination and/or

criminal prosecution. In case of willful or neglectful default of this obligation, the University shall take any recovery action deemed appropriate as permitted by law.

Cash or Cash Type Transactions • Written warning will be given to the Cardholder. • Cardholder may be required to obtain additional training. • Card may be revoked. • Violation of this policy may be investigated and could result in termination and/or

criminal prosecution. In case of willful or neglectful default of this obligation, the University shall take any recovery action deemed appropriate as permitted by law.

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Split Purchases (orders costing over $2,500 split into multiple transactions) • Written warning will be given to the Cardholder. • Cardholder may be required to obtain additional training. • Card may be revoked.

Other Inappropriate Purchases • Written warning will be given to the Cardholder. • Cardholder may be required to obtain additional training. • Card may be revoked.

DISPUTES The following may be formally disputed with the bank: • Unauthorized charges, including unauthorized phone or mail order charges. • Difference in amount authorized and amount charged. • Duplicate charges. • Transaction which is yours but you are challenging for other reasons • Your account has not yet been credited in the Procard system but you have received a

credit voucher from the merchant or have been told by the merchant they will issue a credit.

• Failure to receive goods. • Returned merchandise. • Unrecognized charges. • Altered charges. • Defective merchandise.

On all disputes call the vendor first and see if they can correct the problem. If not, have your Reconciler complete and fax the Dispute Form (Rpt 122) or call the bank’s customer service number and tell them you have a disputed purchase: (800) 316-6056 A representative of the bank will take down all of your information concerning the purchase problem. Immediately thereafter, the University will be credited for the amount of the disputed purchase until the dispute is resolved. Disputes must be communicated to the bank within 60 days of the end of the cycle (14th of the month) in which the transaction first appeared.

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PROCUREMENT CARD HANDBOOK ATTACHMENTS

1. Application Form 2. Approving Official Agreement 3. Cardholder Agreement 4. Card Change Form 5. Card Close Form 6. Reconciler Instructions 7. Pathway Net Quick Reference Sheet 8. Sample Card Log 9. Banner Finance Screen Print 10. Certification of Unavailable Documentation

Note: The forms above are available for download at: www.procurement.uaa.alaska.edu

ATTACHMENT 1

UAA PROCUREMENT CARD APPLICATION FORM

CARDHOLDER INFORMATION (All Fields are Required - TYPE OR PRINT) Cardholder Name Work Phone

Department E-mail Address

UAA Street Address Line 1 Social Security Number Date of Birth (xx/xx/xxxx)

/ / UAA Street Address Line 2 Mother's Maiden Name or Preferred Password

City State Zip Code

- Designated Default Banner Account

Fund Org Account

Reconciler's Name Reconciler's E-mail Reconciler’s Phone No. and Location

Approving Official's Name Approving Official's E-mail Approving Official’s Phone No.

/ / Approving Official's Signature Date

Information below this line to be completed by Procurement Services

Default Card Limits Credit Limit $25,000.00 Single Purchase Limit $2,500.00 Authorizations Per Day 0 Transactions Per Cycle 999 MCC Group 70E

Reporting Hierarchy Level 2 (MAU) D-Level Accounting

UAA Procurement Card Administration Use Only

Date Application Entered Date Card Locate in PWNet Date Cardholder Trained Database Entry

APPLICATION WILL NOT BE PROCESSED WITHOUT SIGNED

APPROVING OFFICIAL AGREEMENT (SEE PAGE 2)

ATTACHMENT 2

Cardholder Applicant Name:

UAA APPROVING OFFICIAL AGREEMENT

The appointment as an approving official represents the University’s trust in you and your empowerment as a responsible employee of the University to safeguard and protect its assets.

As an Approving Official, I acknowledge receipt of and agree to comply with my responsibilities as listed in the Procurement Card Program Handbook. I confirm that I have read and understand the provisions in this Handbook and that I will comply with the terms and conditions and subsequent revisions. I understand that the University is liable to Bank One for all charges made by the cardholders including charges made on a lost or stolen card before it is reported lost or stolen and that this liability is passed down to my department. I further understand that any unallowable charges made by the Cardholders within my department are the liability of my department.

As an Approving Official for in the University of Alaska Anchorage Procurement Card Program, I understand that I am the control point for the integrity of the Program and protection of my department’s budgets through the review of my Cardholders’ Statement of Account. I will review all transactions made by cardholders monthly, ensure original documentation is matched to Cardholder Statements, take appropriate action should violations occur, and sign all Monthly Cardholder Statements of Account.

I understand that the card is the property of the University, assigned to cardholders in my department and that, in the event of willful or negligent default of the Cardholder obligations, the University shall take any recovery action deemed appropriate that is permitted by law. Furthermore, I agree to notify the Procurement Card Program Administrator immediately in the event that I or any Cardholder under my Procurement Card approving authority is transferred from the department or is no longer employed by the University.

I understand and accept the following Approving Official’s responsibilities:

• I will review the monthly Statement of Account for the above named Cardholder who had transactions during that cycle to ensure:

• Proper department procurement procedures are followed • Appropriate documentation (logs, receipts) is kept • Explanations of variances between invoices and charges are included • Purchases are not prohibited Procurement Card transactions

• I will sign all monthly Statements of Account. • I will take appropriate action for violations by:

• Informing cardholder of problem and consequence of violation • Informing Program Administrator of actions taken

• I will remind cardholders that report to me to report lost or stolen cards immediately. • I will immediately inform the Program Administrator of transfer or terminations of this or any other cardholder, and/or transfer, termination, or designation of myself as an Approving Official.

APPROVING OFFICIAL:

Signature: Date / / Print Name: Phone No. Department:

ATTACHMENT 3

UNIVERSITY OF ALASKA ANCHORAGE PROCARD CARDHOLDER AGREEMENT

Introduction: The University of Alaska (UA) has entered into an agreement with the Bank to provide qualified employees with a procurement card (Procard). The Procard shall be used to purchase authorized goods and services costing less than $2,500 (including shipping and handling). Ownership and Cancellation of the Procard: The Procard remains the property of the Bank. The card and/or the card number may not be transferred to, assigned to, or used by any one other than the designated cardholder. The cardholder is accountable for activity on the card. The Bank or UA may suspend or cancel cardholder privileges at any time for any reason. The cardholder will surrender the Procard upon request to UA or any authorized agent of the Bank. Spending Limits: Each Procard has a pre-set spending limit which may not be exceeded under any circumstances. NO PERSONAL EXPENSES ARE TO BE CHARGED TO THE PROCARD AT ANY TIME OR FOR ANY REASON WHATSOEVER. Procard Abuse: Abuse of the Procard will result in revocation of the card and appropriate disciplinary action. Use: For use guidelines, the Procard cardholder must refer to the Procurement Card Cardholder Handbook, which is distributed with the Procard and by this reference is incorporated and made a part of this agreement. Protecting the Procard: The Procard is valuable property, which requires proper treatment by the cardholder to protect it from misuse by unauthorized parties. Validation and Safekeeping: The cardholder shall sign the Procard immediately upon receipt. When the expiration date is passed and/or after a new Procard is received, the old one shall be cut in half and dispose of it. Lost or Stolen Procard(s): If the Procard is lost or stolen, the cardholder shall contact the Bank's 24-hour, toll-free number at (800) 848-2813 IMMEDIATELY (UA is responsible for charges until card is reported). The cardholder is also requested to contact the campus Procard Program Administrator referenced in the Cardholder Handbook. Agreement: I have read the Procurement Card Handbook and agree to the above terms and conditions and request that a University of Alaska Procard be issued to me. Cardholder Signature Cardholder Organization

Cardholder Name (Print) Date

ATTACHMENT 4

UAA PROCUREMENT CARD CHANGE FORM

REQUIRED INFORMATION (TYPE OR PRINT)

Cardholder Name:

Procurement Card Number (Last 6 digits only):

Current Default Org Number: CARDHOLDER INFORMATION

(Enter only the fields that need to be changed) Cardholder Name Work Phone

Department E-mail Address

Street Address Line 1

Street Address Line 2

City State Zip Code

Alaska - Designated Default Banner Account

Fund Org Account

Reconciler's Name Reconciler's Email Reconciler’s Phone No.

Approving Official's Name Approving Official's Email Approving Official’s Phone No.

/ / Approving Official's Signature Date

Information below this line to be completed by Procurement Services Change Made in Pathway Net Change Made Access Database D Level Accounting Change Made

Date: Date: No: Date:

By: By: By:

ATTACHMENT 5

UAA PROCUREMENT CARD CLOSE REQUEST FORM

CARDHOLDER INFORMATION (TYPE OR PRINT)

Cardholder Name:

Procurement Card Number (Last 6 digits only): Department Work Phone

Reason for Close Request:

Effective Date: IF THE CARDHOLDER IS A PROCUREMENT CARD RECONCILER PROVIDE THE NAMES OF ANY CARDHOLDERS FOR WHICH THE DEPARTING CARDHOLDER WAS THEIR RECONCILER. ADDITIONALLY, COMPLETE A PROCUREMENT CARD CHANGE FORM TO DESIGNATE A NEW RECONCILER FOR THOSE LISTED.

1. 2. 3.

4. 5. 6.

7. 8. 9.

10. 11. 12. Approving Official's Name Approving Official's E-mail Address

/ / Approving Official's Signature Date

Information below this line to be completed by Procurement Services Change Made in Pathway Net Change Made Access Database

Date: Date:

By: By:

ATTACHMENT 6

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ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 6

ATTACHMENT 7

Pathway Net Quick Reference Sheet

For Access to Pathway Net: Go to https://pwnet.Procard.com/alaska First Time Use – Reconciler User Id & password are identical: Enter first initial and last name (all lowercase with no space). Example: John Doe = jdoe. You will be prompted to change your password. To reset your password, contact your local program administrator. Error Messages

• Error Message = Navigation cancelled. • Click on any item from the menu.

Log Off Pathway Net

• Click on University Seal to Log Off • Do NOT leave browser open.

Wildcard Use

• “*” is used for a string of characters in a name search • “*” is used for a specific character in a card search

Where to Get More Help

• Use the Pathway Online Help on the web or call your local Program Administrator.

ATTACHMENT 8

PROCUREMENT CARD LOG CARDDHOLDER: __________________________________ RECONCILER INITIALS: _________

TRANS-ACTION DATE

VENDOR

DESCRIPTION OF PURCHASE

AMOUNT

EVIDENCE OF PURCHASE (RECEIPT, PACKING SLIP)

REMARKS:

ATTACHMENT 9

Procard Transactions In

Banner Finance

This is how the Procard transactions will appear on Banner Finance. Each transaction will appear as a separate detail line. Budget checking will not occur on Banner—Procard transactions will be charged regardless of the status of the department’s budget. We recommend that you watch your Banner transactions closely to ensure that your department’s Procard transactions are being charged to the appropriate org/fund/acct. Corrections MUST be made by journal voucher.

ATTACHMENT 10

University of Alaska Anchorage Certification of Unavailable Documentation

This form should be completed for any Procurement Card transaction that does NOT have documentation from the merchant. However, repeated and frequent use of this form as substitute documentation may result in revocation of your Procurement Card.

Cardholder Name Department Name

Cardholder’s Approving Official

Merchant Name Transaction Date

/ / Transaction Amount: $

Description of Items or Service (Add and an additional Sheet if Necessary)

Quantity Per Item Cost

Total Cost

REASON ORIGINAL DOCUMENTATION IS NOT AVAILABLE

CARDHOLDER HAS MADE THE FOLLOWING ATTEMPT TO OBTAIN RECEIPTS OR DOCUMENTATION

CARDHOLDER CERTIFICATION SIGNATURE

I hereby certify the following: • All items purchased on this procurement card transaction were for University use. No personal purchases

were made. • The Cardholder will not seek reimbursement from the University in any other manner for this transaction. • Original documentation is not in Cardholder’s possession for the reasons stated above. • Cardholder acknowledges that repeated lack of documentation could result in revocation of their

Procurement Card.

UAA Cardholder Name: Signature: Date: / /