Is the request amount $5000 or less and under guidelines for small purchase orders? Yes. Purchase needed

Purchase needed Process requisition via ishop selects form type for requisition. Is the request amount $5000 or less and under guidelines for small purchase orders? Workflow receives and evaluates bids or negotiates contract selects best method of Procurement, sole source, contract, bids, RFPs, etc. Workflow approves bids or contract in ishop Order is distributed to via fax or e-mail Continued on next page Procure to Pay Cycle

Continued from previous page Receipt of goods and/or services and inspection Do the items received total to $500 or more? Create a quantity recipt in ishop UTRGV AP contacts and/or department to resolve exception Are there matching exceptions? Send email to Payable@utrgv.edu to notify AP of invoice. Email must contain a copy of the invoice and reference the PO#. Attach invoice to requisition in ishop UTRGV Procure to Pay Cycle cont.

Unauthorized purchase already made. Process requisition via Confirming Order form in ishop Attach invoice and any supporting documentation. Include detailed justification. Credit Card Program Coordinator will provide PO to AP for Citibank invoice payment. Dept. will pay with credit card and change listed on requisition to Citibank. WIll they accept payment via credit card? Is a restaurant?. Dept. will forward requisition to AP for. Confirming Order Form Process

Start Book travel via Concur/iTravel Process requisition via Travel Request Form in ishop Encumber for direct bill and anticipated reimbursable items. After returning from travel, are there reimbursable items? AP will process Citi, Corporate Travel Partners, and rental car company payments Add comment to requisition in ishop, addressed to Business. Attach receipts for incidentals and other supporting documentation. Meal receipts do not need to be uploaded to ishop except for Foreign Travel. Scan completed voucher and attach to corresponding requisition in ishop. Have Traveler and Project Manager sign the Travel Voucher paper document' Fill out Travel Voucher Form (paper document) BSC will work with department to resolve all discrepancies. BSC will conduct a review of reimbursement request Are there any discrepancies with the reimbursement request? BSC approves. tifies AP via ishop comment. Business (BSC) Paper Travel Request Form Process

Start Book travel via Concur/iTravel Process requisition via Travel Request Form in ishop Only encumber for direct bill items. After returning from travel, are there reimbursable items? AP will process Citi, Corporate Travel Partners, and rental car company payments Traveler must check acknowledgement box on Travel Reimbursement form in ishop UTRGV Attach receipts for incidentals and other supporting documentation. Meal receipts do not need to be uploaded to ishop except for Foreign Travel. Submit Travel Reimbursement Form in ishop UTRGV BSC will work with department to resolve all discrepancies. BSC will conduct a review of reimbursement request Are there any discrepancies with the reimbursement request? BSC approves. tifies AP via ishop comment. Business (BSC) Automated Travel Request Form and Reimbursement Process

Process requisition via Inter- Campus Mileage Request Form in ishop UTRGV Fill out Travel Voucher Form (paper document). Attach supporting documentation as necessary Have Traveler and Project Manager sign the Travel Voucher paper document Scan completed voucher and attach to corresponding requisition in ishop Are there any discrepancies with the reimbursement request? BSC will conduct 1st and 2nd audit of reimbursement request Add comment to requisition in ishop, addressed to Business BSC will work with department to resolve all discrepancies BSC approves. tifies AP via ishop comment Business (BSC) Inter Campus Mileage Reimbursement Process

Submit reimbursement request via Employee Business Expense Reimbursement Form in ishop Scan and attach all receipts and supporting documentation. Request will route to BSC via. BSC conducts 1st and 2nd audit of reimbursement request. BSC will work with department to resolve all discrepancies. Are there any discrepancies with the reimbursement request? BSC approves, the requisition routes via to AP. Business (BSC) Business Expense Reimbursement Process

Credit Card Coordinator assigns cart via P-Card/Recon/Check Out Form in ishop UTRGV in ishop with the Citibank monthly statement Department reconciles cart to statement and submits to Credit Card Coordinator approves requisition in ishop UTRGV and encumbrance takes places in Oracle Credit Card Coordinator will provide PO to AP for Citibank invoice payment Pro Card Program

Process requisition via P-Card/ Recon/Check Out Form in ishop Department goes to service departments: BSC, SOM, or Procurement to pick up check out credit card for requested purchase. Department returns check out credit card to service department after completing purchase. Credit Card Program Coordinator will provide PO to AP for Citibank invoice payment. Credit Card Coordinator approves requisition in ishop and encumbrance takes place in Oracle. Scan and attach receipts and supporting documentation to ishop requisition. Pro Card (Check Out Program)