Background:
In December
1992, a cross-functional team was assembled by the Controller and
the Director of Purchasing to review the low dollar procurement
process, and recommend enhancements to the current processes. The
reviews findings were that a purchasing tool needed to be created
that would simplify and enhance low dollar value purchases. The
result was the creation and implementation of the University of
Iowa Procurement Card Program.
- August 1993, a pilot program was created with
200 issued cards.
- August 1994, The Procurement Card program rolled
out to the entire campus.
- December, 2001 the Procurement Card Web Application/System
was introduced. This system allowed the cardholder to view, reconcile
and reallocate Procurement Card transactions daily streamlining
the Procurement Card Voucher completion process. The application
was designed to ease the administrative burden of the cardholder
while facilitating more efficient data gathering and reporting
for Accounts Payable, Travel and Purchasing.
- November 2003, Travel was added as an allowable
expense on the card. Currently 98% of our active cards are set
up to allow travel related expenses on their card.
- October 2004, the ProTrav System was released
to campus providing one web based tool to reconcile Procurement
Card charges and to process Travel Expense vouchers. ProTrav allows
travelers/initiators to reconcile all travel related expenses
in one place regardless of the payment method. It provides one
location for data collection so that expenses may be reviewed
individually or collectively by trip, individual, department,
or University wide
Today:
Program Statistics:
- 2400 active cards
- $5,000,000 monthly spend
- $58,000,000 yearly spend
- >200,000 transactions per year
January 2006, electronic attach feature added to
ProTrav. Departments now have the opportunity to electronically
attach receipt s and supporting documentation directly to the ProTrav
online form by utilizing the electronic scan feature. This enables
the department to expedite the approval process through Workflow
by not having to send the hardcopy receipts along the approval path,
then to Accounts Payable for final review.
The ProTrav functional team is always working on
updates to streamline and enhance efficiency of the ProTrav system
for its users/reviewers. For further information about ProTrav and
its development click here.
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