Important Upcoming Dates
December 15th: Deadline for
October Cardholder Statement
of Accounts to be approved and
signed by Approving Official
December 16th: Fall 2017
Hooding Ceremony
December 17th: Fall 2017
Commencement
December 23rd - January 3rd:
Winter Break, UAA Closed
As Winter Break quickly approaches,
we need to make sure that our
ProCards are safe and we are aware of
how the break will effect the
reconciling deadlines. You should avoid
making purchases with your ProCard
during Winter Break unless it is
absolutely necessary. Transactions may
come through for accounts that you
have set up for auto pay or from
pending transactions prior to Winter
Break, but you should not be actively
using your card while the University is
closed. To avoid making personal
purchases or having your card lost or
stolen during Winter Break, I suggest
you keep your ProCard in a locked
drawer at your work station.
Purchases that post to PaymentNet
Friday, December 15th through
Thursday, December 28th need to be
reconciled by noon on Friday, January
5th. Reconcilers, if you will not return
to the office by the deadline please
have a backup reconciler. Your backup
reconciler needs to have completed
Reconciler Training. Please contact
Justine if your backup reconciler needs
additional permissions.
Preparing for Winter Break
I n s i d e t h i s i s s u e :
July ProCard Audit
Findings
2
Procurement Services
Employee Highlight:
John Ellis
2
Seawolf Spender
Shout Out
2
Travel Tidbits 2
U n i v e r s i t y o f
A l a s k a A n c h o r a g e
UAA ProCard News D e c e m b e r 1 5 , 2 0 1 7 D e c e m b e r 2 0 1 7
P o l i c y / P r o c e d u r e
U p d a t e s &
R e m i n d e r s
There is a new W-9
Form available on the
Procurement Services
website! Please have
vendors fill out the new
W-9 to submit as
requisition backup.
The DocuSign ProCard
Policy Waiver Form now
accepts attachments!
Please use the most
recent version of
Procurement Forms. All
forms are available on
the Procurement
Services Website.
Happy Holidays
from Procurement Services
Travel Tidbits
All new Department Travel Card
Applications require an Approving
Official Agreement. The Department
Travel Card Application packet and
Approving Official Agreement are
available on the A/P Travel and
Procurement Services websites.
Individual Travel Cardholders will not
receive paper statements. Cardholders
can view their statements and even pay
their bills in PaymentNet. If you need
your log in information or your
password reset, please contact Justine.
Thank you Business Enterprise Institute for embracing the implementation
of the DocuSign ProCard Policy Waiver Form! Your willingness to use the
new form is appreciated!
$EAWOLF $PENDER $HOUT OUT
Sum of Transactions: $577,671.31
Total Transactions: 1,957
Total Transactions Audited: 213
Number of Audited, Prohibited Transactions: 11
Account 8115 purchase w/o approval: (Alcohol,
Gift $25 +, Retirement Gift, Tickets to Business
Event & Recruitment Meal)
Furniture purchase: 1
Professional services purchase: 1
University Department other than the Bookstore
or GSS purchase: 1
What is a gift?
Per the BOR gifts policy, gifts represent
voluntary transfers of money or property for
which no consideration is received. Gifts include
awards and tokens of appreciation or recognition
to students, employees, dignitaries, community
leaders, visitors, guests, and other associates, and
may be based on achievement, service,
traditions, or contributions to the mission,
purposes or goals of the University or its
community.
What gifts are allowable on the ProCard?
Gifts under $25 that are coded to non-
representational accounts 4008 or 4018
may be purchased with a ProCard after an
approved Rep Expense Allowance Form (aka
Rep/Non-Rep Form or RNR) is obtained.
Gifts that require an approved ProCard
Policy Waiver Form and an approved RNR
prior to the purchase include gifts $25 and
over, gifts to employees & retirement gifts.
These gifts may need additional approvals.
July ProCard Audit Findings
Procurement Services Employee
Highlight: John Ellis
John is originally from
Wyoming, but knew he
wanted to move to Alaska at
the age of 12. 24 years later he
moved to Alaska. Prior to
working at UAA as a
Purchasing Agent, John
worked as a USDA Federal
Employee (Contracting Officer) where his job duties
included purchasing goods and services and space
leasing. He enjoys photography and an array of
outdoor activities. This past summer John rode his
2014 Harley Trike over the Alcan Highway to
Montana then on to Milwaukie, Wisconsin to the
Harley Museum then back to Alaska. Riding a trike
in all 50 states is on his bucket list. John would also
like to ride in Australia and New Zealand.
Contact him at 907-786-6516 or [email protected]
Submit ProCard and Travel
Card Applications before
2:30pm on December 15th for
them to be processed before
Winter Break. Applications
received after that time will
be processed January 3rd.
Card Declined and Don’t Know Why?
Did you know that you can find out why your ProCard/Travel Card declined
without having to call the bank? You can view Authorizations and Declines in
PaymentNet!
From the Transactions tab select
Authorizations/Declines
If you have any authorizations/
declines, a list will populate. You
can see the reason why a
transaction declined.
