Program Administrator FAQs

Client Account Specialists (CAS) are available 7:00 am to 9:00 pm, ET, Monday through Friday: 888-836-5011, option 3, extension 63278.

For non-business hour and weekend support please contact: 800-248-4553 Please state that you are a Program Administrator and your call will be routed to the appropriate person.

Coordinate with CAS representative: Call 888-836-5011, option 3, extension 63278

Applications can be processed on line or faxed to Citi's customer service group. The application process should be coordinated with a CAS representative. CAS 888-836-5011, option 3, extension 63278

Credit increase requests should be sent to CAS or your Account Manager. The following information will be required to process the additional credit: Increase amount, reason for increase, program type, number of cards, and copy of current audited financials.

Paper statements are available. Requests for paper statements should be coordinated with CAS representative. Paper statements can also be stopped by contacting your CAS representative. Electronic statements are available on CitiManager.

In order to add new card products to your program, contact a Citi Account Manager and they will coordinate the assignment of an implementation manager. David Cox 512-320-5339 david.w.cox@citi.com or Trish Stoker 512-320-5324 patricia.a.stoker@citi.com

Citi provides numerous card types and based on your needs, may suggest procurement cards, travel cards or ghost cards. Alternative card products can include Declining Balance Cards, Travel Advance Cards, and Chip and PIN cards. The Program Administrator should discuss potential needs with their Citi Account Manager.

Citi would proceed with a mini-implementation to build the appropriate hierarchy structure in our system to enable the setup of the new cards for the individuals. This should not take more than two weeks to complete with cards mailed at the end of that period.

Citi offers multiple training opportunities including on-site, webinars, and online self tutorials. On-site training is available for administrative personnel. On-site training requires a minimum of 25 participants, training facilities, and a minimum lead time of two weeks.

Yes, there are roles that can be assigned with specific entitlement controls.

Yes, cross departmental approval and maintenance is available with Citi's platform.

Citi has numerous spending controls available, including MCC, Cycle Limit, Single Transaction, and Daily or Cycle usage limits.

Yes, the reallocation system allows users to build cross-validation and drop down entry to control accounting code designations.

No, this functionality is currently not available.

Program Administrators have the ability to execute real time maintenance functions. Please note real time is not available for MCC or hierarchy maintenance. MCC and hierarchy maintenance must be coordinated with a CAS representative.

Yes, the Citi platform does allow a second level of approver on a transaction.

The billing period has been pre-defined by the State of Texas, and will end on the 3rd of each month.

Yes, there are multiple templates you can use to import lists, including manager, cardholder, delegate, and others.

Part of the implementation setup process includes the hierarchy and approval entitlements.

This functionality is currently not available.

Yes, this functionality is available through CitiManager.

GCMS: Global Card Management System
CCRS: Citi Custom Reporting System
SSO: Single Sign On

Multi-use cards have the functionality to be refreshed and therefore used multiple times. . Single use travel cards have a fixed activity length (10 days recommended by the State) Citi inputs the beginning date, soft close at the end date, and then Citi must manually close the account.

Yes, designated users can have the ability to obtain reporting across all departments they are entitled to view, provided that their Program Administrator has reporting access to the respective hierarchy

Yes, designated users have the ability to obtain transaction information for accounts and/or across departments. Date ranges can be entered as a filter in your report request.

Yes, CitiManager has both standard reports and the ability to create custom, ad hoc reports.

Custom reports can be created by Citi outside the functionality in CCRS and GCMS. There is a fee associated with custom reports. Please consult with your account manager.

Yes, through the reallocation functionality through CitiManager.

All State Agencies will use the standard plastic (card) available with the State logo in black.

If a University or CO-OP entity requests to have their own logo created in 2 or more colors, the plastic is considered a custom plastic and the entity will be responsible for the cost of creating the plastics.

Yes, here are the steps:

Create Report
Set Name and Options
Choose Fields – Recommended Field
FIN.Transaction Date
ACC.Reports to OrgPoint Number
ACC.Account Number
MCH.EMR.D&B Texas HUB Vendor ID
MCH.Merchant Tax ID
MCH.Merchant Name
FIN.Accounting Code xx Value (field containing HUB 4 digit object code)
FIN.Transaction Amount
MCH.EMR.D&B Texas HUB Indicator
Filter and Sort – per user discretion
Formatting – per user discretion

Please contact Citi Help Desk with any question. 800-248-4553, option 1.

Customer Service is available 24/7 at 800-248-4553.

Contact Citibank immediately at 800-248-4553. It is a best practice to keep the customer service number and the last 6 digits of your account in a secure place separate from you actual card.

Absolutely! With 30 million merchant locations in 140 countries, Citi offers broadest acceptance worldwide.

Select Company > Cost Allocation Management > Accounting Code Scheme > Scheme Assignment. The Search Reporting Structure screen opens. Select the entity to which you will assign the scheme. Typically, you assign the scheme to the company. The Accounting Code Scheme Assignment screen opens. In the Scheme Assignment section, select the scheme name in the Select a scheme drop-down box. Optionally, click View Scheme Details to display the scheme definition. Click Apply.

From the Company menu, select Account Group Setup. The Account Group Setup screen opens. In Account Group Name, enter the name of the new group. Click Save to create the group. The Account Group Information screen opens.

Use the reporting structure to access the account group you need to modify. The Account Group Information screen opens. Click Add Accounts. The Search Reporting Structure screen opens. Use the Search Criteria to search for the cardholder accounts you need to add to the group.

You have two options:

• Add individual accounts. If you need to add cardholder accounts from different reporting entities, Search by Account.
• Add accounts by org point. If you need to add all accounts that belong to a specific org point, Search by Org Point. This operation adds only the accounts that currently belong to the org point. If accounts are added to the org point in the future, they will not also be automatically added to the account group. Similarly, if accounts are moved out of the org point at some time in the future, the accounts will not be removed from the account group.

Click Search. A list of cardholder accounts (or org points) displays under Search Results.

Add the accounts:

• Place a check in the Select column for the accounts (or org points) that you need to add to the account group. If you select an org point, all accounts under the org point will be assigned to the account group.
• Click Add. If you need to add accounts on multiple pages, add the accounts on the current page before you proceed to the next page; otherwise, your selection will not be saved. As you move between pages, keep in mind that whenever you change search result pages, the search is re-executed. To add more accounts or org points that are not on the screen, use the Search criteria to perform another search for accounts or org points. Or use the page links to go to the next screen.

Select Company > Cost Allocation Management > Accounting Code Scheme > Scheme Download/Update. The Scheme List Values Download/Update screen opens. In the Download List Values section, fill in the fields as necessary. Click Schedule Download. The download operation is scheduled for processing later in the day, and the Schedule Summary screen opens. A link to the downloaded file will be delivered to the application's Inbox when the operation is complete.

Yes, a Level Manager can be assigned to more than one Org Point but they will need to have separate User Id's for each. Select User > User Setup > under Search Criteria, Search By: All (Org Point) > select the appropriate Org Point name for the Level Manager, then complete the User Setup form.

From Company tab, the Program Administrator selects Company Configuration, then select Company Site Configuration, the Company Program Administrator will need to "turn on - Yes" for auto user set-up. Choose the appropriate Default Template then create a default password that will be used for first time login.

When a Program Administrator is running a report, ensure that the Set Financial Export flag is set to "NO"; otherwise the Card Holder transaction(s) will be locked for any further maintenance.

From the Financial menu, select Transaction Management > Reset Exported Status Processing. The Search Reporting Structure screen opens. Search for the entity whose transactions you need to unlock. Specify the date range. Click Save. The operation is scheduled, and the Schedule Summary appears.

Program Administrator would need to go to the company tab; click on Account manager. A screen with 3 tabs (company, account, reports) will then come up. The Program Administrator would click on the ACCOUNT tab and get a sub menu listing Account Maintenance, Request Replacement Card, and Close Account. Program Administrator would want to click on Account Maintenance. A search page will then come up and the Program Administrator can choose ALL (Account) to get a listing of all the card holder account numbers. Program Administrator can then click on the blue underscored name of the card holder that needs the maintenance performed. Program Administrator will get a page that has Account Information box, Authorizations box, Status box, Credit Limits box, MCC Group Limits box. Program Administrator would need to go to the AUTHORIZATIONS box and be able to update the single purchase limit here. (as a side note – Program Administrator would be able to change the card holder's monthly cycle limit by going to the CREDIT LIMITS box).

Program Administrator would go to the Company Tab and click on Account Manager. A screen with 3 tabs (company, account, reports) will then come up. The Program Administrator would click on the ACCOUNT tab and get a sub menu listing Account Maintenance, Request Replacement Card, Close Account. Program Administrator would click on the CLOSE ACCOUNT option. A search page will then come up and Program Administrator can choose ALL (account) to get a listing of all the card holder's account number(s). Program Administrator can click on the blue underscored name of the appropriate card holder account. Program Administrator will get a page that has a CLOSE ACCOUNT box. In this box the Program Administrator can choose from the list: T1-Closed-No Longer Employed; V8-Closed-Cardholder Request; V9-Closed-Company Request.