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<p class="MsoNormal"><span style="font-size:11.0pt">Hello,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">There are two communications going out regarding PCards currently. I apologize for the confusion and hope I can help clear it up.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Old Auto-approvals from 07/01/2022-12/31/2023 are being cleaned up by Taylor Grogg. Emails were sent out requesting documentation for those if there was no documentation attached (the majority didn’t have
documentation attached) Most of the auto approvals occurred before July 2023 (200+). I hadn’t been able to take care of this myself, so I had asked for Taylor’s assistance so that things can be cleaned up prior to the new fiscal year.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Current PCard transactions that are about to auto-approve emails are sent out to give a 5 day notice to people so that have time to send in the documentation so that the business office can reconcile the transaction
in the UA Financials System before it auto-approves. We will continue with this reminder process.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Every PCard holder receives a notification in their UA Financials Action list when a PCard Charge comes is charged by the vendor and comes into the financial system. This notication will be in your UAccess
Financials Action List as an FYI. You should be reviewing these because if there is a fraudulent transaction you can identify it right away and contact us so we can take action to close the card and reissue you another one. Screen shot below, Action List
Icon is highlighted green. If you click on this it will pull up your action list. After you open the edoc, when you don’t need to have the edoc as a reminder to send in documentation, you can click the FYI button at the bottom of the screen to remove it
from your action list.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">I believe this is mentioned in the PCard training, and this practice is something PCard holders should be doing to monitor the charges to their cards.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><img width="1726" height="395" style="width:17.9791in;height:4.1145in" id="Picture_x0020_4" src="cid:image003.png@01DA70A8.9BC226E0"></span><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">It is awesome that you offered to reconcile the charge, but that is a task that is assigned in the system and all the charges to be reconciled for all the SPLS PCards go to reconcilers.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">If we can get complete documentation at least 5 days after a charge then we won’t have to spend time reminding everyone to send it in or emailing to ask for account numbers or business purpose (2 most common
things that are omitted). That would make a big difference in the efficiency of our process. We have already implemented a new system since January and although there have been some kinks, mostly things are going well.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">We will keep everyone posted as we make our way through this, things are improving.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Please let me know if you have any question,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif"><img width="120" height="96" style="width:1.25in;height:1.0in" id="Picture_x0020_1" src="cid:image001.png@01DA70A7.3618B850" alt="The University of Arizona block 'A' logo."></span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0C234B">Leslie Bonilla</span></b><span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:#495057"><br>
Manager, Finance and Administration<br>
School of Plant Sciences<br>
THE UNIVERSITY OF ARIZONA<br>
<br>
Forbes, 303<br>
1140 E South Campus Dr | TUCSON, AZ 85721<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:#495057">Office: 520-621-8689
</span><span style="font-size:9.0pt;font-family:"Calibri",sans-serif;color:#767676">|
</span><span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:#495057"><br>
<a href="mailto:lesliebonilla@.arizona.edu"><span style="color:#495057">lesliebonilla@.arizona.edu</span></a><br>
<b><a href="https://cals.arizona.edu/spls"><span style="color:#8B0015">cals.arizona.edu/spls</span></a></b><br>
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<p class="MsoNormal"><a href="https://brand.arizona.edu/signature"><span style="font-family:"Calibri",sans-serif;color:blue;text-decoration:none"><img border="0" width="400" height="96" style="width:4.1666in;height:1.0in" id="Picture_x0020_2" src="cid:image002.png@01DA70A7.3618B850" alt="Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination"></span></a><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Baltrus, David A - (baltrus) <baltrus@arizona.edu>
<br>
<b>Sent:</b> Thursday, March 7, 2024 11:18 AM<br>
<b>To:</b> SPLS-BIZOFFICE <SPLS-BIZOFFICE@arizona.edu>; Plsfaculty@list.cals.arizona.edu<br>
<b>Subject:</b> The Pcard situation<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="color:black">Hi all,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:black">Obviously SPLS has a problem reconciling Pcard transactions (and yes, I definitely contribute to the problem).<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:black">There's also clearly a system somewhere that keeps track of what Pcard transactions are autoapproving within X number of days (because we all get those emails from ALVSCE Business as well). I'm guessing that someone
has to go in and actually monitor this to send us emails, but if I'm wrong and there's an automatic way to do this that's great because it would make our lives easier.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:black">One of the challenges I have with Pcard transactions is that often the invoice is only generated when the product is shipped (not when I actually purchase it). When the invoices are emailed, it hits my inbox (which
is often a flaming dumpster fire) and it's easy for me to miss invoice emails amidst all the other emails and spam (from the same companies!). That these transactions are listed somewhere in the system where we can go and see them and keep track of what's
actually been charged is a godsend for helping me keep track of what's outstanding and what's been reconciled.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:black">So...is there a way that we can be trained to go in and monitor what Pcard transactions are going to autoapprove within the system in the next week (or whenever?). If I knew where to look, it would certainly help
me (and I'm guessing others) keep track of things much better than relying on emails with invoices. Is there a way for Kuali (or whatever the thing is called) to email us a list of outstanding Pcard transactions that are going to autoapprove in X days? Hell,
if we're filling out Pcard PDF forms already, is there a way that we could go in and reconcile things ourselves within the system to take this out of the hands of others? You'd have a lot less autoapprovals if I knew how to go in at 11:59PM to reconcile something
within the system rather than emailing the business office and hoping things get taken care of. This would also free up the business office to create financial statements without worrying about having to reconcile Pcard stuff (make us do the Pcard stuff if
this is the issue taking up everyone's time! It'll be OK!). Regardless, there's got to be a better way than the way we're currently doing it because the current system is obviously not working.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="color:black">Thanks,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black">-d<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:black"><o:p> </o:p></span></p>
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