1. PTCA Credit Card Program Overview
Procard/Travel Card Administration
FAR Meeting
January 25,2017
Lisa Bixenman, Credit Card Program Manager
Office of Financial Affairs (

2. PTCA Responsibilities
PTCA administers UTSA's Procurement Card (Procard) and Travel Card Program by providing the following services:
Application processing, training, & card maintenance
Reporting/Compliance, Collections, Reconciliations
Process requests to change the electronic review and approval process for Procard payments.
Generate Procard payments on behalf of departments.
Office of Financial Affairs
Procard/Travel Card Administration

3. Department Manager Responsibilities
Validate appropriate use for official UTSA business
Assure compliance with guidelines when authorizing payments
On-time payment processing
Sufficient budgets
Correct account codes
Appropriate funding sources
Sufficient documentation to support all purchases & use of restricted funding sources
Office of Financial Affairs
Procard/Travel Card Administration

4. Cards Issued
As of 1/2/2017, there are 1,499 cards that are being used by faculty and staff for procurement, travel, and business related hospitality.
Office of Financial Affairs
Procard/Travel Card Administration

5. Procard Audits Office of Financial Affairs
Procard/Travel Card Administration

6. Procard Audits
With the assistance and recommendations of Audit, Compliance, and Risk Services:
A scoring system was implemented based on a 100 point scale with point reductions that vary with the frequency and type of exception.
Progressive disciplinary measures/consequences were also established related to non-compliance.
Office of Financial Affairs
Procard/Travel Card Administration

7. Procard Audits
Depending on the nature, severity and frequency of non-compliance, consequences may include but not limited to the following in accordance with the FMOG:
Notification to management,
Revocation of Procard privileges,
Termination of employment, and
In the event of fraud, possible criminal prosecution.
Office of Financial Affairs
Procard/Travel Card Administration

8. Procard Audits – Risk Assessment
The scoring system determines the department’s compliance and audit results as either (1) low risk, (2) medium risk, or (3) high risk, dependent upon the final score in the audit report. The progressive discipline levels (1-4) and the risk ranking determine the audit follow-up responsibilities and/or consequences to the department.
Office of Financial Affairs
Procard/Travel Card Administration

9. Procard Audit Results 74 audits completed in 2016 :
61% were low risk (range )
38% of the 74 - scored 100%
16% were moderate risk (range 76-85)
23% were high risk (range 75 and below)
Office of Financial Affairs
Procard/Travel Card Administration

10. Top 5 Audit Exceptions
Failure to check vendor hold status for purchases over $500.
Missing or unsigned BEF as required for Business Related Hospitality and Entertainment Expenditures
Incomplete or unsigned transaction logs
Restricted businesses/commodities
Late transaction approvals
Office of Financial Affairs
Procard/Travel Card Administration

11. Payment Processing Challenges/Reminders
Office of Financial Affairs
Procard/Travel Card Administration

12. Late Payment Approvals
26% or 112 cardholders have had late payment approvals since September 2016.
This is ¼ of our Procard holders.
Late approvals result in additional work for front offices and PTCA
Office of Financial Affairs
Procard/Travel Card Administration

13. Budget Errors
PTCA’s expectation is the department manager or designee has verified available funds in the correct budgetary account.
As a reminder:
M&O expenses are budgeted in account A4000 for cost centers
M&O expenses are budgeted in several GXXXX accounts for projects. Contact your RSC for a listing of the budgetary accounts and allowable account codes.
Office of Financial Affairs
Procard/Travel Card Administration

14. Budget Errors Incorrect Chartfields
To avoid budget errors always use the SpeedChart lookup as it will populate the chartfield string with the current Chartfield combination.
If the cost center/project is not in the SpeedChart lookup – send an to PTCA to have it added.
This is currently not automated and is a manual process for PTCA
Allow time for PTCA to add the SpeedChart before finalizing your review
PTCA will notify you, once the SpeedChart has been added
Office of Financial Affairs
Procard/Travel Card Administration

15. Incorrect Account Codes
Account codes for Procard purchases should always be type “E” and begin with 6XXXX.
The current Procard process does not auto generate a message when an incorrect account code is used.
Currently PTCA has to manually send these notices, during their review.
A list of allowable account codes is available at:
PTCA section – Common Account Codes for Procard Purchases
Office of Financial Affairs
Procard/Travel Card Administration

16. Designated Tuition
Business Related Hospitality & Entertainment Expenditures cannot be paid from fund (designated tuition).
The current Procard process does not auto generate a message when an incorrect fund is used
PTCA has to manually send these notices.
See Allowable Funding Sources for Hospitality and Entertainment Expenditures.
Office of Financial Affairs
Procard/Travel Card Administration

17. What’s Ahead? Office of Financial Affairs
Procard/Travel Card Administration

18. What’s Ahead?
The Texas Comptroller of Public Accounts (CPA) has issued a Request for Proposal (RFP) for commercial charge card services for the procurement purchases program and travel program.
Impact: This may result in a change of bank and card product from MasterCard to Visa.
Review of the Procard/Travel Card Programs and FMOGs
Office of Financial Affairs
Procard/Travel Card Administration

19. Office of Financial Affairs
QUESTIONS
Office of Financial Affairs
Procard/Travel Card Administration

20. Your partner for successful solutions
Thank you!
Your partner for successful solutions
Office of Financial Affairs