TO LOG ON TO THE VISA WEBSITE To access Pathway Net from your browser please enter

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1 University of Windsor Scotiabank VISA Purchasing Credit Card How To Guide TO ACTIVATE YOUR CREDIT CARD Call the toll free number on the red sticker on the front of your new Scotiabank VISA credit card ( ) to activate your card you will need the first two and last two digits of your significant date (MM/DD/YEAR) which you previously provided. If you cannot remember your significant date, please contact Leanie Joya (ext.2081) in the Purchasing Department for assistance. TO LOG ON TO THE VISA WEBSITE To access Pathway Net from your browser please enter Enter your username (the first 4 letters of your last name plus last six digits of your credit card number. (i.e. ABCD666666) Enter your password (this is the same as your username and you will be prompted to change your password on your first log in). Note: Passwords can be a combination of letters, numbers and special characters, however, they cannot contain spaces or quotation marks. You cannot re-use your current password. (Password is a minimum of 4 characters) STATEMENTS: The Scotiabank Visa card cycle runs from the 16 th to the 15 th of each month and your statement sent from the bank will typically appear three (3) days after the 15th in your university lotus notes mailbox. The monthly statement will appear from Trans Plus@procard.com. The subject line will read Scotiabank Visa Statement. In accordance with the U of W Purchasing Card Agreement, please print your statement, match and attach your original receipts for reconciliation purposes and file this package. Remember to retain these records for 7 years for audit purposes. Page 1 of 6

2 How to VIEW and EDIT your Transactions online Transactions on the credit cards will be posted using an automated data upload file from the bank to the University s Financial Information System (FIS) general ledger (G/L) once per month after the statement cycle and will appear as a QC document type. The data in the file runs through a mapper that determines where the transaction will post to in the G/L ie to which cost center/grant and to which object (expense) account. Unless action is taken to override the mapping of a transaction, it will post to the G/L according to the defaults set up in the mapper- see more detail on this below. This new functionality allows the cardholders themselves (or a designate) to have the flexibility to edit where the credit card transactions will post to before they appear in the G/L by performing a simple procedure once logged into the VISA card website. If the dean or department head wishes to have one person in their area perform the reallocations on line for other people s cards in their department, Purchasing as program administrators can set up this designated person. See form for the dean or department head to sign. Reallocation of the cost center/grant number: Each credit card has a default cost center attached to it when issued according to the application you filled in. If as the cardholder you wish to allocate your transaction to a cost center other than the default, Purchasing can make these cost centers available for your access in the VISA website database for reallocation purposes. The cardholder must have signing authority for the cost center they ask for access to allocate to. Grantees often have multiple grants they wish to charge to. Reallocation of the object (expense) account: Each vendor has a merchant category code MCC for its type of industry. All transactions done on VISA cards use this MCC. The mapper associates an MCC in the data upload file to an appropriate object account in the G/L. The association was created using an 80/20 rule for the University expense accounts. Ie The MCC for an office supply industry is 5943 and that would be mapped to what is in most cases the office supplies object account in the G/L chart of accounts ie If that majority rule does not work for your cost center, you can choose a more appropriate object account. Page 2 of 6

3 Important to note: All overrides to the defaults must be done on the web by the 15 th of each month prior to the data file posting to the G/L and payment to the bank. Should you need to reallocate expenses subsequent to their posting to the G/L you can still accomplish this through remote journal entry on the financial system. Once you have logged into the Pathway (VISA) website your screen will look like this: Click on View Results tab a bottom of window The date range will default to the current cycle in which you are able to reallocate your transactions. Once the automatic upload of transactions is done to pull the prior month s activity into the University s Financial Information System (FIS) those transactions are not available for edit. Page 3 of 6

4 Once you clicked on View Results your screen will look like this. By scrolling over using the scroll bar you can see where each transaction will be posted to in the G/L per the defaults in the mapper. If the allocation is okay ie. your cost center and object code is correct no further action is required- that is where it will appear in the G/L. NOTE: Transactions must be reallocated by the 15 th of each month to ensure that reallocations are captured in the interface to the general ledger. Important Note: Not all object accounts exist in all cost center or grants so if you see one mapped that you know is NOT set up in the appropriate cost center or grant please ask the Budgets area or Research Grant accounting in Finance to set it up or you must reallocate it. Page 4 of 6

5 To CHANGE a single transaction In the ID column Click on the underlined ID# of the transaction (link) This will open up a window in which you can change either the cost center or the object using your drop down of selections. To access your selections for a Cost Center, click on the box with the dots. Click on the appropriate cost center from your drop down of choices. If you don t see a cost center or grant that you need in your drop down of choices please ask Purchasing x2081 or x2085 to add it in for you. It has to be one you are authorized to expense to. Repeat the same process (click on box for choices) for the object account. A single transaction can only have one cost center and one object account. Now Click OK Page 5 of 6

6 This will return you to your transaction window and should show your updated allocation. Scroll over to check your allocation. It is a good idea to put a check mark (click on box) of the RVWD column to show you that you have reviewed a particular transaction that way you will know that it is done. Note: Any Transaction that has already been posted to the general ledger for prior periods will be grayed out and not available for edit. The appropriate GST Rebate and PST calculations will be imputed on your total transaction amount and posted to the proper general ledger accounts. To Log OUT of Pathway Net When you finish a Pathway Net session, log out by closing your browser program. After a period of inactivity, your session automatically ends and you must log on again. The default time is 30 minutes. Help Button The Help button is content sensitive, meaning that it will give you help information pertinent to the page that you are currently on. LOST OR STOLEN CARDS please dial (Scotiabank) and also notify Purchasing Services x2081. TO CHANGE YOUR PASSWORD: At the bottom of the menu bar, click on the Change Password button. The Log in window appears. In the new Password field, enter your password. Re enter your Password in the Confirm Password field and click on OK. Page 6 of 6