Accounts Payable AP Payment Card (Pcard) Summer School July 28, :00 – 10:45 am

AGENDA:  What benefits does this AP Pcard Program provide the University?  How does AP/Travel determine if they pay with AP Pcard vs. check?  How to submit check request for hotel expenditures?  How do I view invoices/travel paid with an AP Payment card  How to determine if an invoice was paid via AP Payment card. 2

What benefits does this AP Pcard Program provide the University? –Additional payment method for Accounts Payable. –Ensure timely payments to vendors –AP Utility/Freight desk is armed with a Pcard to ensure utility (IE: cell phones) payments are made timely and no interruption in service. –Reduce ‘out of pocket’ expenditures for University employees –Increase vendor relationships with the University –Reduce misapplied check payments by utility vendors. 3

How does AP/Travel determine if they pay with AP Pcard vs. check? –Pcard is the primary method of payment on all vendor invoices. –Does the vendor accept credit card? –Does the vendor charge a fee for acceptance of the card? –When is payment due? 4

How to submit check request for hotel expenditures? –UA Travel office is armed with a Pcard to reduce out of pocket expenditures on behalf of UA employees when possible. –Submit check request and allow at minimum 1 week to work with Hotel. Obtain W9 for tax reporting purposes Fax approval for Hotel to charge card authorized room and taxes ONLY. MCC Code for this card is only for hotels! 5

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How do I view invoices/travel paid with an AP Payment card 7

AP Invoice Document Images/ Check Request/Travel Documents 8

How to determine if an invoice was paid via AP Payment card. 9

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How to obtain access to the ISW Invoice application? –Contact your Business Manager/office and request access. –If you are the Business Manager log into ISW under the DEPTXXX (department number) and password. –Add users that should ‘view only’ or users that can ‘approve’ invoices as an authorized signer on the FRS account. 15

Set your individual preferences: 18

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20 Hotel/Airline Payments on behalf of foreign visitors/speakers: Let our office help complete your mission by utilizing our Pcard to pay on behalf of foreign visitors, speakers, etc. Submit dPR or check request and obtain appropriate documentation. AP can initiate payment of hotel expenses (room/tax).

Questions? 21