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StartPurchase neededProcess requisition via iShopUTRGV. User selects form typefor requisition.Is the requestamount 5000 or less andunder guidelines for smallpurchase orders?YesApprovals via iShop UTRGVWorkflowNoPurchasing receives andevaluates bids or negotiatescontractPurchasing selects best methodof Procurement, sole source,contract, bids, RFPs, etc.Purchasing approves bids orcontract in ishopDepartment/UserAccountsPayable (AP)PurchasingOfficeiShop ProcessApprovals via iShop UTRGVWorkflowOrder is distributed to vendorvia fax or e-mailContinued on nextpageProcure to Pay Cycle

Continued fromprevious pageReceipt of goods and/orservices and inspectionDo the itemsreceived total to 500or more?YesCreate a quantity recipt iniShop UTRGVNoAP contacts vendor and/ordepartment to resolveexceptionYesAre there matchingexceptions?Send email toAccountsPayable@utrgv.edu tonotify AP of invoice. Email mustcontain a copy of the invoiceand reference the PO#.Attach invoice to requisition iniShop UTRGVPayment is submitted tovendorEndNoAP enters invoice into ERP forprocessingDepartment/UserAccountsPayable (AP)PurchasingOfficeiShop ProcessProcure to Pay Cycle cont.

StartUnauthorized purchase alreadymade.Process requisition viaConfirming Order form in iShopUTRGV.Credit Card ProgramCoordinator will provide PO toAP for Citibank invoicepayment.Purchasing Dept. will payvendor with credit card andchange vendor listed onrequisition to Citibank.Attach invoice and anysupporting documentation.Include detailed justification.YesWIll theyaccept payment via creditcard?Approvals via iShop e (AP)PurchasingOfficeiShop ProcessPayment is submitted tovendorAP enters invoice into ERP forprocessing.Is vendor a restaurant?NoPurchasing Dept. will forwardrequisition to AP for processing.Confirming Order Form Process

EndBook travel via Concur/iTravelUTRGV.StartProcess requisition via TravelRequest Form in iShop UTRGV.Encumber for direct bill andanticipated reimbursable items.Approvals via iShop UTRGVworkflowAfter returningfrom travel, are therereimbursable items?NoAP will process Citi, CorporateTravel Partners, and rental carcompany paymentsYesAdd comment to requisition iniShop, addressed to BusinessService Center.Attach receipts for incidentalsand other supportingdocumentation. Meal receiptsdo not need to be uploaded toiShop except for Foreign Travel.Scan completed voucher andattach to correspondingrequisition in iShop.Have Traveler and ProjectManager sign the TravelVoucher paper document'Fill out Travel Voucher Form(paper document)BSC will work with departmentto resolve all discrepancies.Are there anydiscrepancieswith the reimbursementrequest?BSC will conduct a review ofreimbursement requestYesEndNoBSC approves. Notifies AP viaiShop comment.Department/UserAccountsPayable (AP)BusinessService Center(BSC)iShop ProcessAP enters invoice into ERP forprocessingPayment is submitted tovendorPaper Travel Request Form Process

EndStartBook travel via Concur/iTravelUTRGV.Process requisition via TravelRequest Form in iShop UTRGV.Only encumber for direct billitems.Approvals via iShop UTRGVworkflowAfter returningfrom travel, are therereimbursable items?NoAP will process Citi, CorporateTravel Partners, and rental carcompany paymentsYesTraveler must checkacknowledgement box onTravel Reimbursement form iniShop UTRGVApprovals via iShop UTRGVworkflowAttach receipts for incidentalsand other supportingdocumentation. Meal receiptsdo not need to be uploaded toiShop except for Foreign Travel.Submit Travel ReimbursementForm in iShop UTRGVBSC will work with departmentto resolve all discrepancies.BSC will conduct a review ofreimbursement requestAre there anydiscrepancieswith the reimbursementrequest?YesEndNoBSC approves. Notifies AP viaiShop comment.Department/UserAccountsPayable (AP)BusinessService Center(BSC)iShop ProcessAP enters invoice into ERP forprocessingPayment is submitted tovendorAutomated Travel Request Form and Reimbursement Process

StartProcess requisition via InterCampus Mileage Request Formin iShop UTRGVFill out Travel Voucher Form(paper document). Attachsupporting documentation asnecessaryAre there anydiscrepancieswith the reimbursementrequest?Have Traveler and ProjectManager sign the TravelVoucher paper documentScan completed voucher andattach to correspondingrequisition in iShopBSC will conduct 1st and 2ndaudit of reimbursementrequestApprovals via iShop UTRGVworkflowAdd comment to requisition iniShop, addressed to BusinessService CenterBSC approves. Notifies AP viaiShop commentAP enters invoice into ERP forprocessingPayment is submitted tovendorNoYesBSC will work with departmentto resolve all discrepanciesDepartment/UserAccountsPayable (AP)BusinessService Center(BSC)iShop ProcessEndInter Campus Mileage Reimbursement Process

StartSubmit reimbursement requestvia Employee Business ExpenseReimbursement Form in iShopUTRGV.Scan and attach all receipts andsupporting documentation.Request will route to BSC viaworkflow. BSC conducts 1stand 2nd audit ofreimbursement request.Approvals via iShop UTRGVworkflowBSC will work with departmentto resolve all discrepancies.YesAre there anydiscrepancieswith the reimbursementrequest?NoEndPayment is submitted tovendorDepartment/UserAccountsPayable (AP)BusinessService Center(BSC)iShop ProcessAP enters invoice into ERP forprocessingBSC approves, the requisitionroutes via workflow to AP.Business Expense Reimbursement Process

StartCredit Card Coordinator assignscart via P-Card/Recon/CheckOut Form in iShop UTRGV iniShop with the Citibankmonthly statementDepartment/UserAccountsPayable (AP)PurchasingOfficeiShop ProcessDepartment reconciles cart tostatement and submits toworkflowApprovals via iShop UTRGVworkflowCredit Card Coordinatorapproves requisition in iShopUTRGV and encumbrance takesplaces in OracleCredit Card Coordinator willprovide PO to AP for Citibankinvoice paymentEndPro Card Program

StartProcess requisition via P-Card/Recon/Check Out Form in iShopUTRGV.EndDepartment/UserAccountsPayable (AP)PurchasingOfficeiShop ProcessApprovals via iShop UTRGVworkflowCredit Card ProgramCoordinator will provide PO toAP for Citibank invoicepayment.Department goes to servicedepartments: BSC, SOM, orProcurement Office to pick upcheck out credit card forrequested purchase.Department returns check outcredit card to servicedepartment after completingpurchase.Credit Card Coordinatorapproves requisition in iShopand encumbrance takes placein Oracle.Scan and attach receipts andsupporting documentation toiShop requisition.Pro Card (Check Out Program)

Process requisition via Confirming Order form in iShop UTRGV. Approvals via iShop UTRGV workflow Attach invoice and any supporting documentation. Include detailed justification. Is vendor a restaurant? WIll they accept payment via credit card? Purchasing Dept. will pay vendor with credit card and change vendor listed on requisition to Citibank.

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