Purchasing Card Budget Administrator & Coordinator Training

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1 Purchasing Card Budget Administrator & Coordinator Training

2 DSU Purchasing Cards The DSU Purchasing Card program is set up so that purchase cards default to the expense account code (Purchasing Card). It is the Coordinator s responsibility to review the purchases made on their assigned cards weekly. Each new purchase must be reviewed and the description and account code updated to reflect the correct expense code for the purchase. If you cannot find an account description that fits the purchase please call the purchasing office for instructions. Do not leave it in the default account code. FYI - Banner refers to a Coordinator as an Account Manager, and the Budget Administrator as a Business Manager.

3 P-Card Account Codes Account Title Category Uses Advertising Miscellaneous Advertising Awards/Gifts/Floral Miscellaneous Awards, gifts and floral arrangements. Gifts and awards have to meet the guidelines of the gift policy Dues and Membership Expenses Miscellaneous University related associations and membership dues Luncheons/Meals Miscellaneous Luncheons and receptions. Where food is purchased at grocery stores No restaurants Electronic Services Services Online Services/Access Fees (Not Software) Copying Costs Printing Photocopy costs both on and off campus Printing Printing Printing costs Rental of Equipment Rent Equipment rental Books and Publications Supplies Printed catalogs, books and journal publications Computer Software Supplies Computer software Electronic Books and Publications Supplies Electronic catalogs, books and journal publications Magazines Supplies Magazines and magazine subscriptions Newspaper Supplies Newspapers and newspaper subscriptions Professional Services Services Services to repair or maintain equipment or facilities Oxygen and Gases Supplies Bottled oxygen and other gases Scenery and Props Supplies Materials for scenery and props Supplies Supplies Instructional and Other Supplies not listed elsewhere Office Equipment/Furnishings Supplies Equipment and Furnishings Uniforms and Wearing Apparel Supplies Uniforms and wearing apparel and other clothing Water Coolers Supplies Water for office water coolers Postage and Mailing Miscellaneous Postage and mailing

4 Signing on to INB Banner Select Faculty & Staff then Banner Links

5 Click on Connect to Banner (PROD) Select any of the Banner Production System Links

6 User Login Screen When this warning comes up click Don t Block. Type in your Username and Password. (Given to you by IT.)

7 Main Menu Type in FAICARD or FAAINVT

8 FAICARD The FAICARD screen is used to view cardholder total amount and number of transactions that have not yet been fed. It also shows the lag days (Number of days the Account Manager has to make changes.) *No changes can be made on the FAICARD screen. Type in cardholder s ID # then press F8

9 FAAINVT Enter or search for cardholder s ID# or Ctrl + Page Down (Next Block). Leave Type set to Not Fed Transactions. Ctrl + Page Down or Next block 2-3 times to get to Accounting Information.

10 FAAINVT

11 Accounting Information Ctrl + Page Down or Next block change the description to what was purchased then Ctrl + Page Down or Next block and change the account code & save by clicking the disk or F10.

12 Accounting Information

13 Important Notes You can split transactions by amount or percentage on the Accounting Information screen. If you need help or training on splitting transactions, please contact Scott Jensen ext On a weekly basis, the prior transactions will be automatically processed, fed, and the new transactions from the prior week will be posted for review. Once a transaction has fed, changes can only be made through an expenditure transfer form, available here P-Card. Each Account Manager should automatically receive an to notify them that there are new transactions that need to be reviewed.

14 The End

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