NOTE: Each item purchased and listed on the University
Procurement Card statement must have acceptable supporting
documentation attached to the Procurement Card Voucher.

The cardholder should reconcile the individual receipts to the items charged during the statement period.

See the ProTrav Web Application On-line or printable tutorial at http://www.uiowa.edu/~fustd/travel/online_trav_dev.htm.

The following institutional accounts should be used for faculty and staff
for conference registration and for travel expense:

6025 conference registration and travel within the State of Iowa
6026 conference registration and travel outside the State of Iowa to
any of the other 49 states, any possessions and territories of the
USA, or to Canada
6027 conference registration and travel outside of Canada and the
USA and it’s possessions and territories

For individuals other than faculty and staff, consult the accounting
code manual for the correct travel institutional account.
http://www.bo.uiowa.edu/~gldss/accman/instacct.cfm#6000

DISCREPANCIES

Any discrepancies between the amount billed and the receipt must be
resolved by the cardholder. Please note the reason for the discrepancy
on the receipt and who was contacted to resolve the discrepancy.

If an item(s) was returned to the vendor, but the credit was applied to
the next billing cycle, the item must be charged to the department
for the current period. The charge should be applied back to the
MFK number used the prior month once the credit appears.

If the cardholder is disputing an item on their account, the cardholder
should first contact the vendor and try to resolve the problem. If
efforts to resolve the problem directly with the vendor fail, the item(s)
in dispute will be charged to the department. Below are the procedures
used to initiate the dispute with US Bank:

1. A Disputed charge is processed through the Line Editor in the
   Procurement Card Voucher.  Click on “new line” for the Line Editor
   box to appear.

2. Click on the box next to Disputed Charge (located near the bottom
   left of the Line Editor) and a new window will open up for the user
   to enter the information being disputed.

3. Once the information has been entered on the form.  Click “Save
   and download form”.

1. Print the PDF file that opens after the information is saved.

2. Add the card number and have the cardholder sign the print out.

3. Fax it to the number listed at the top of the form.

4. There is no need to send a copy with the receipts as this is
   saved electronically with the voucher.

4. US Bank will initiate the dispute procedure by contacting the
   vendor’s bank to obtain the requested information.

5. If the dispute is resolved in favor of the cardholder, a credit will
   be applied to the account.

6. If the dispute is resolved in favor of the vendor, US Bank will forward
   supporting documentation to the cardholder, which must be submitted
   to the Accounts Payable department to be filed with the original charge.

7. The Dispute should be resolved within two billing cycles.  The cardholder
   is responsible to pursue the resolution.