DEFINE is an electronic communication of class schedules, announcements
and updates regarding DEFINE, the on-line accounting system.  It is
distributed by the Office of Accounting and Business Services, DEFINE
Education and Training.  Subscriptions are free and may be placed by
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TO:          Purchasing/MasterCard Cardholders

FROM:    Paul Goyne, Accounts Payable Supervisor

RE:          VP7 Procurement Card Voucher Reminder


This is a reminder concerning previous notification from DEFINE Education
and noted in the Billing, Payment, Account Notification section of the
Purchasing Card Program Guide.

All charges made using the Purchasing/MasterCard are received by OABS
electronically from Bank of America and that information is downloaded into
DEFINE.  Accounts Payable then processes a program that generates a special
payment voucher document (VP7) for each cardholder having expenses and
charges the authorized department account number.  This process will occur
every 30 days approximately on the 17th of each month.

As soon as the VP7 is created, an automatic TXMAIL message, e-mail through
DEFINE, is sent to the cardholder, the office manager, and/or office
delegates.  The message will state the creator's inbox, approval deadline
date, and check processing date.  It is the responsibility of the cardholder
and/or department to review, make changes to the department account number
or object code, and approve the VP7 document by the specified deadline date.
All levels of the applicable department hierarchy must approve the VP7
documents prior to the specified deadline date.   All unapproved VP7
documents are routed through a system approval process after midnight of the
deadline date.   An electronic notice is sent to the Director of Internal
Audit, Director of Procurement Services, and Accounts Payable identifying
the cardholders VP7 documents not approved by specified deadline date.  A
continuation of not approving by the department hierarchy and allowing
system approval of the VP7 after the specified approval date may result in a
review of Purchasing Card privileges.

Thank you for your continued assistance.   If you have any questions, please
feel to contact me at  272-3404 or by e-mail at [log in to unmask]
<mailto:[log in to unmask]> .   If training is needed on the VP7 document, please
feel to contact DEFINE Education at 272-2138 for class times and
availability.


xc: Rusty Ward, Assistant VP Finance and Controller
      Jennifer Washa, Director of Internal Audit
      Dan Risik, Director of Procurement Services

T Paul Goyne
Procurement Svcs/Accounts Payable Manager
University of Texas at Arlington
Box 19135
Ph: 817-272-3404, Fax 817-272-7135
e-mail: [log in to unmask] <mailto:[log in to unmask]>

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