(more secure information found in physical file marked OA Procard)
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.
You may not use the Procard to purchase hotel rooms for travelers, nor use the card for any travel purposes.
Card Holder
Billing Information
Tiffany Dockery Gibson - 4172
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.
Logging
After purchase has been made, open the Departmental Transaction Log for the current fiscal year, and prepare to notate the following for each purchase:
Reconciliation Checklist
Account Number
Vendor Name
Amount (add "-" before amount if Credit)
Requestor
Description of Purchase
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) then add submitter's email address to receive a copy after the document has been signed.
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.
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 (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 to print the cover page for the VP7 document. Save the VP7 document as a PDF and store in the monthly Procard folder.
Arrange the packet in the following order using Adobe Acrobat Pro:
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
HUB Procard Month-Month FY1# Doc ID# $0.00
Submission
Drop the file in the UT Box folder "BFS Accounting Documents> MMDDYYYY," if the date you are submitting is not in there, create a new folder with the same date format and drop the document in there.