ProTrav
Procurement Card & Travel Expense Voucher
Did You Know?
2009 Quarter Two

Time Table for Year End Processes

ProTrav Travel Vouchers: Travel Expense vouchers to be recorded in FY 08-09 for travel completed prior to June 1 should be in the Accounts Payable and Travel Department by June 8; this includes e-vouchers for travel. Please keep in mind that it takes several days for a voucher to move through all the channels of approval and arrive for processing. Therefore, for travel already ended, this process should be started immediately. For travel ending after June 1, the voucher should be submitted immediately upon return if it is to be processed this fiscal year. Unless travel is occurring in the last week of June, all vouchers that must be processed this fiscal year should be in the Accounts Payable and Travel Office no later than June 15. For travel occurring after June 15, all vouchers that must be processed for this fiscal year must be complete thru workflow and all required documentation submitted to the Accounts Payable and Travel Department no later than 4:30 p.m., June 29, 2009. Questions concerning these dates may be directed to the Accounts Payable and Travel Department, Karen Housel at 5-0409.

Procurement Card Vouchers:

The June billing cycle has been modified in order to accommodate fiscal year spending.
Modified billing cycles:

• June billing cycle: 05/28/09-06/15/09
• July billing cycle: 06/16/09–07/27/09

Procurement card transactions that have a POST date on or before 06/15/09 will be processed within FY 08-09. Note: Post date is often days later than the actual transaction date. It's the departments/cardholders responsibility to be sure they are monitoring their account to be sure transactions that need to post to this current fiscal year appear on their Procurement Card Statement on or before 06/15/09.

June Procurement Card Vouchers complete (approved through workflow) by 06/30/09 will post to the accounts (Master File Keys) listed on the voucher.

Procurement Card Vouchers not complete (still in workflow, voucher has an audit error, or voucher not reconciled) by 6/30/09 will post to the cardholders’ "default" account. The default entry can be reversed up until July 14, 09 once the voucher has been approved in workflow and approved by the Accounts Payable Department.

Single Transaction for Procurement Cards Remain at $3,000.00