Procard Reallocation & Reconciliation System

The ProCard system is a custom program that allows our cardholders to easily manage
transactions in the state’s corporate Visa program to make purchases of $5,000 and
under through Visa instead of invoicing.

Questions relating to reallocations or navigating the ProCard system should be directed
to the PeopleSoft Team at procard AT_TOWSON.

For policy questions, reconciliations, credit increases, disputes, cancellations or new
card applications
 please contact Procurement Card Program Administrator Lauren Davin.

ACCESS THE PROCARD SYSTEM

Online Procard Reallocation and Reconciliation

Access the ProCard system now.

Procard reallocation deadlines

July – December, FY22

  • Thursday, 08/05/2021 – July
  • Tuesday, 09/07/2021 – August
  • Wednesday, 10/06/2021 – September
  • Friday, 11/05/2021 – October
  • Tuesday, 12/07/2021 – November
  • Thursday, 01/06/2022 – December

How to Select Default Accounts for Visa Transactions

Visa transactions are posted to the PeopleSoft Financials system each month as part
of the general ledger month-end close. To direct where the charges will hit in the
PeopleSoft Financial system:

  1. Select a six-digit expenditure account to be assigned as the default category for
    your specific Visa card number. Please see the list of expenditure accounts.
  2. The ProCard Reallocation & Reconciliation System can then be used to reallocate your
    transactions to other departments and accounts as you choose.

Cardholders should choose a default account that is most appropriate for the majority
of their charges. This minimizes the number of transactions that have to be reallocated
to appropriate categories. To select or change your default account, send an e-mail
request to procard AT_TOWSON.

How Visa Charges Get to Department Budgets

Financial Systems & Technology is responsible for the distribution of all financial
transactions created under the Visa corporate card program. Cardholder charges and
credits posted to Visa on a daily basis are pulled down by the PeopleSoft Team from
the bank and are maintained as a database in the ProCard Reallocation & Reconciliation System.

While the 25th of each month is the transaction cutoff date established by the bank,
the accumulated transactions are held longer in the ProCard system to allow cardholders
time to reallocate transactions. At month-end, the transactions are transferred to
PeopleSoft and Financial Systems & Technology reconciles between PeopleSoft, the bank
and the state to ensure all transactions were correctly transferred. 

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How to Move Transactions Originating From Visa Card Charges

One of the primary features of the ProCard Reallocation & Reconciliation System is to assist cardholders with managing the Visa transactions prior to posting to
the university’s PeopleSoft Financials system.

Charges and credits are available to cardholders or department business managers within
3-4 days of Visa posting the transaction. Transactions should be reallocated as appropriate
to other departments and/or other account categories and can be reallocated as soon
as the transaction appears in the system.

Reallocation access

Access to the ProCard Reallocation and Reconciliation System is determined by the user’s authorized access. Transactions can only be reallocated
between department/grants that you have access to. If you do not have access to a
need department/grant, you may request this access by emailing procard AT_TOWSON. Written approval from an authorized signer on the requested department/grant is
required before access will be granted.

For any amounts to be charged to another area you do not have access to, you may request
the PeopleSoft Team to do the reallocation. Approval from the other department/grant
must be obtained and emailed to procard AT_TOWSONbefore the reallocation can be done. Standard methods of transfer are also available
such as interdepartmental requests and the spreadsheet upload process, which can be
used to transfer the expense after it has been moved into PeopleSoft Financials.

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Procurement Card Compliance Review Program

Towson University’s procurement card program is subject to audits by TU internal auditors,
University System of Maryland (USM) auditors and legislative auditors. For more information
on this program, please visit Procurement’s ProCard Card Program page.

 

Procard frequently asked questions