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Accounts Payable AP Payment Card (Pcard) Summer School July 28, 2010 10:00 – 10:45 am

Accounts Payable AP Payment Card (Pcard) Summer School July 28, 2010 10:00 – 10:45 am. AGENDA: What benefits does this AP Pcard Program provide the University? How does AP/Travel determine if they pay with AP Pcard vs. check? How to submit check request for hotel expenditures?

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Accounts Payable AP Payment Card (Pcard) Summer School July 28, 2010 10:00 – 10:45 am

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  1. Accounts Payable AP Payment Card (Pcard) Summer School July 28, 201010:00 – 10:45 am

  2. AGENDA: • What benefits does this AP Pcard Program provide the University? • How does AP/Travel determine if they pay with AP Pcard vs. check? • How to submit check request for hotel expenditures? • How do I view invoices/travel paid with an AP Payment card • How to determine if an invoice was paid via AP Payment card.

  3. What benefits does this AP Pcard Program provide the University? • Additional payment method for Accounts Payable. • Ensure timely payments to vendors • AP Utility/Freight desk is armed with a Pcard to ensure utility (IE: cell phones) payments are made timely and no interruption in service. • Reduce ‘out of pocket’ expenditures for University employees • Increase vendor relationships with the University • Reduce misapplied check payments by utility vendors.

  4. How does AP/Travel determine if they pay with AP Pcard vs. check? • Pcard is the primary method of payment on all vendor invoices. • Does the vendor accept credit card? • Does the vendor charge a fee for acceptance of the card? • When is payment due?

  5. How to submit check request for hotel expenditures? • UA Travel office is armed with a Pcard to reduce out of pocket expenditures on behalf of UA employees when possible. • Submit check request and allow at minimum 1 week to work with Hotel. • Obtain W9 for tax reporting purposes • Fax approval for Hotel to charge card authorized room and taxes ONLY. • MCC Code for this card is only for hotels!

  6. How do I view invoices/travel paid with an AP Payment card • https://www.fso.arizona.edu/isw/default.asp

  7. AP Invoice Document Images/ Check Request/Travel Documents

  8. How to determine if an invoice was paid via AP Payment card.

  9. How to obtain access to the ISW Invoice application? • Contact your Business Manager/office and request access. • If you are the Business Manager log into ISW under the DEPTXXX (department number) and password. • Add users that should ‘view only’ or users that can ‘approve’ invoices as an authorized signer on the FRS account.

  10. Set your individual preferences:

  11. Hotel/Airline Payments on behalf of foreign visitors/speakers: • Let our office help complete your mission by utilizing our Pcard to pay on behalf of foreign visitors, speakers, etc. • Submit dPR or check request and obtain appropriate documentation. AP can initiate payment of hotel expenses (room/tax) .

  12. Questions?

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