BUSINESS NOTES &
NEWS
APRIL 2008
In This Month's Issue:
Department Who's Who
HUB Vendor of the Month
April Calendar
New Gift Card Request Form
Red Flags of P-Card and Travel Card
Procedure for the Jump Start Endowment
Open Commitment Review
Changes and Additions to Travel Card Guidelines
Changes and Additions to P-Card Guidelines
Online Verification Training
HUB Statistics
PCD Countdown
Essentials of Leadership
Hire Top-Performing Employees
Summer Graduate Student PAR Procedures
9/9 Pre-Collection Pay Cycle
New HR Form
ePAR Project Update
FrontLine
PRINTABLE VERSION
If you have comments or would
like to submit an article for the
Spotlight, contact Sara Carter at
scarter@uh.edu
Contents Edited by the
Administration & Finance Customer
Service Center
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Recent Changes and Additions to P-Card Guidelines
III. CARDHOLDER RESPONSIBILITIES
C. Supporting Documentation
6. Gift cards or certificates may be
purchased if they are approved by the
appropriate College/Division Administrator
on the
Gift Card Request Form.
In addition:
a. Gift cards must be kept in a secure
campus location (e.g., locked drawer or
safe) until distributed.
b. The distribution of the gift
cards/certificates must be documented,
including date of distribution, name of
recipient, and signature of recipient
acknowledging the receipt. If the gift cards
are for a confidential human subject study,
the department must retain distribution
records in their files for seven fiscal
years after the grant expires. Otherwise,
distribution records must be uploaded to the
P-Card document page in the Finance System
when the distribution is complete.
c. Someone other than the gift card
custodian will review the gift card records
at least once a month to verify that all
distributed and undistributed gift cards are
accounted for and will report any
discrepancies to the College/Division
Administrator.
d. If the department awards a gift
card/certificate to an employee, the
department is also responsible for reporting
this amount to the Tax Department as the
employee’s taxable benefit in accordance
with
SAM 03.D.06.
e. If the department awards a gift
card/certificate to a non-employee and the
total amount received by the non-employee in
a calendar year is $600 or more, the
department is responsible for submitting the
non-employee’s W-9 Form and reporting the
amount to Accounts Payable, so that the
non-employee can be issued a Form 1099-MISC. 7. If the department awards merchandise
(i.e., not cash or a gift card) to an
employee and the fair market value of the
merchandise is more than $50, the department
is responsible for reporting the amount to
the Tax Department as the employee’s taxable
benefit in accordance with
SAM 03.D.06. If
the department gives award merchandise to a
non-employee and the total fair market value
of the merchandise received by the
non-employee in a calendar year is $600 or
more, the department is responsible for
submitting the non-employee’s W-9 Form and
reporting the amount to Accounts Payable.
D. Disputed Charges
1. If an erroneous charge appears on the
Expense Report, the cardholder must ask the
vendor to reverse the charge.
2. If the vendor agrees to reverse the
erroneous charge, the cardholder must write
a memo indicating when the request was made
and submit the memo to the department
business office in lieu of an itemized
receipt.
3. If the vendor refuses to reverse the
erroneous charge or agrees to reverse the
charge but does not do so by the end of the
next billing cycle, the cardholder must
complete the
Statement of Disputed Item Form
(Addendum C) and send the form to the P-Card
Program Coordinator in Accounts Payable
immediately, who will forward the form to
the bank. The bank requires that the dispute
form be submitted to them no later than 60
days after the end of the billing cycle
where the transaction originally appeared.
The cardholder must submit a copy of the
Statement of Disputed Item Form to the
department business office in lieu of an
itemized receipt.
F. Returns and Exchanges
3. If merchandise is returned for credit,
the cardholder should verify that a credit
appears in SDOL by the end of the next
billing cycle.
IV. COLLEGE/DIVISION ADMINISTRATOR
RESPONSIBILIES
C. Billing Cycle Activities
5. Ensure that the full credit card number
is not visible on any receipts or backup
documentation before they are uploaded to
the Finance System. Only the last four
digits of the card number may be displayed
on uploaded documents.
D. Monitoring Pending Credit
The CDA (or designee) must closely monitor
credits claimed by the cardholder. Each
pending credit claimed by the cardholder
should be followed by an actual credit entry
in the online bank system. The CDA (or
designee) should also verify that the
cardholder submits a Statement of Disputed
Item Form to Accounts Payable in a timely
manner, if required.
The complete P-Card Guidelines are located
at:
http://www.uh.edu/finance/pages/AP_Pcard.htm
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