Did You Know?

• Procurement card transactions post to ProTrav on a daily basis.  Cardholders/reconcilers are encouraged to view and/or reconcile charges regularly.  This routine process will speed up the month end process and will aide in the detection of potential fraud.  Note Procurement Card Vouchers are due in the Accounts Payable office on the 18^th of every month.
• UI employees can receive travel payments more quickly and help the University reduce costs by electing to receive all travel payments by direct deposit.  If your payroll is direct deposited, travel payments will be sent to the same account.  To direct travel payments to a different account or to set up direct deposit click here.  Click the “Direct Deposit” link under the Payroll tab on the “My Information” page.
• An acceptable receipt must include the vendor name, what was purchased, the date of the purchase and the dollar amount.
• If receipts contain the UI procurement card number on them the user should black out the middle set of digits.  This will protect the card number but will still allow our office to determine that it’s a UI card.  This should be done whether you are scanning receipts or sending the actual receipt with your voucher. 
• For file size and storage reasons, the best format to scan receipts is PDF, but other formats are acceptable.  Click here for further details about electronic attachments.
• The traveler/department can check the status of a Travel Expense Voucher online.  Click here for simple instructions.
• Once final reimbursement is made to the traveler, the trip owner can “close” the trip in ProTrav in order to keep the trip manager more manageable.  This can be done by clicking on the “hide trip” button on the trip manager.  
• Phone numbers for vendors are often provided on the PCard transactions page under the city heading.
• If a trip has already been created for specific individual/destination/date, you should not create another trip.  If you need to reconcile, add expenses or additional funding, and do not have access to the trip, please email protrav@uiowa.edu.  Provide the following information; traveler’s name, dates of travel and destination, and reason that you need access.  You will be contacted once we have granted you the access you need.