Jun/Jul/Aug 2003 Page 2

ProCard

Bank One has been awarded the new state contract for procurement services and will be replacing Bank of America (BOA). All current cardholders will automatically be issued new Bank One cards on or about September 5th. The last day you will be able to charge to your old Bank of America card will be Thursday, September 4th at 5:00 p.m.

The ProCard manual will be updated to reflect any changes caused by the transition to the Bank One. One change known is the deadlines for processing vouchers. The Bank One statement date will be the 5^th of the month unlike the BOA statements, which have been the 10^th. The deadline for submitting Bank One vouchers to AP will be the 20^th of the month. Bank One also offers two other nice features: 1) HUBS are supposed to be automatically identified 2) Users will have on-line access to their statements and transactions.

Remember, you will be required to turn in your current BOA card and sign a new cardholders agreement form before a Bank One card will be issued to you. More details will be forthcoming in the days ahead.

Purchasing Tidbits

Purchase Requisition Deadlines

Purchase requisitions under $15,000 must be submitted to Purchasing by Friday, August 15. (Purchases over $15,000 should have already been submitted.)

This will allow enough time for orders to be placed and most goods be received by August 29 - last working day of the fiscal year.

You may begin submitting your FY '04 requisitions for goods or services to be delivered on or after 9/1/03 by August 18.

On-Line Requisition Entry Coming November 30th

Be looking for on-line requisition entry during the first quarter of the new fiscal year. Delegated departmental purchasers who issue requisitions will be required to attend some training to learn this process.

Mail Pieces

Departmental Secretaries must verify the FY04 Postage Cost Centers to be billed and report any changes to Lacy Davis, Mail Room Clerk, by August 29, 2003.

The U.S. Post Office has changed the deadline for submitting Express Mail packages to 12:00 noon for next day delivery.

Remember... the postal carrier picks up mail from the mail box outside the Finance Office by 3:15 p.m, Monday through Friday.

FedEx and UPS must be received by Business Services before 3:30 pm to go out the same day. Please remember that FedEx and UPS airbills must reference the departmental cost center for billing purposes. Business Services must have the sender copy of the airbill for processing payment of invoices.

For those of you new to Bulk Mailing, Bulk Mail procedures are located on the P Drive, Postage Folder

[UHV Home Page] [Vice President for Administration & Finance] [Archive Issues]