Quick Reference Guide: Corporate Card Changes

Transcription

1 Quick Reference Guide: Corporate Card Changes In the USC Kuali system, every type of transaction is created and submitted in the form of an electronic document referred to as an edoc. This guide presents instructions for creating and submitting a Corporate Card Changes edoc, which is a Kuali Enterprise Workflow (KEW) edoc that is used to request changes to university-issued corporate credit cards. This KEW module can be used by any USC staff member who wants to request a change to an existing corporate card. This guide provides basic instructions for completing and submitting the KEW Corporate Card Changes edoc. For brevity, this document does not cover introductory Kuali information, such as general descriptions of the Kuali on-screen interface or explanations of workflow routing. For that information, please see the separate document titled Kuali Basics: Reference and Training Guide, which can be accessed here: < If you need assistance logging in to Kuali or with general system issues, please call ITS Customer Support at (UPC) or (HSC). For detailed information regarding university corporate cards, please visit the Corporate Card Services website < or contact USC Corporate Card Services via at corpcard@usc.edu or by calling CONTENTS: General Information About the Corporate Card Changes edoc... 2 Business Rules for the Corporate Card Changes edoc... 2 Routing and Approval of the Corporate Card Changes edoc... 3 Initiating a Corporate Card Changes edoc... 3 Card Holder s Information... 4 Type of Card... 4 Account Closure or Reopen... 5 Credit Limit Changes... 5 Account Number Change... 6 Merchant Category Code(s)... 6 Notes and Attachments... 7 Resubmitting an edoc Returned for Correction... 8 Checking the Status of a Submitted edoc... 8 Logging Out of Kuali... 8 Page 1 of 8

2 Quick Reference Guide: Kuali Corporate Card Changes Page 2 of 8 General Information About the Corporate Card Changes edoc The Corporate Card Changes edoc is a Kuali Enterprise Workflow (KEW) module that has been designed to facilitate requests for changes to certain variables associated with the different corporate cards issued to employees of the University of Southern California. Any USC staff member can submit a Corporate Card Changes (CCC) edoc to request changes to the following types of cards: Procurement Card (sometimes referred to as a P-Card ) Travel Card Controlled Value Card (CVC) The CCC edoc will be routed automatically to the Senior Business Officer (SBO) for the department or school specified in the edoc. The edoc can also be routed first to an optional internal reviewer, if desired. Business Rules for the Corporate Card Changes edoc The KEW Corporate Card Changes edoc can be initiated by any university employee for a Procurement Card, Travel Card, or Controlled Value Card (CVC). The applicable General Ledger account number and object code must be submitted with all Procurement and CVC card change requests. The initiator can submit multiple changes for one card account in the same edoc. The type of card specified in the edoc will determine which types of changes can be requested. You cannot combine a request for card account closure with other changes for that card, but any of the following combinations per card are acceptable: Procurement Card Changes That Can Be Submitted Together - Account Re-Open - Credit Limit Change - Single Purchase Limit Change - Account # Change - Add Merchant Category Code groups - Delete Merchant Category Code groups Travel Card Changes That Can Be Submitted Together - Account Re-Open - Credit Limit Change - Retail Credit Limit Change Controlled Value Card (CVC) Changes That Can Be Submitted Together - Account Re-Open - Credit Limit Change - Single Purchase Limit Change - Account # Change - Add Merchant Category Code groups - Delete Merchant Category Code groups The edoc must include an explanation for each requested change. An approver who wants to return a KEW-CCC edoc to its initiator for changes must include a note on the Notes and Attachments tab of the edoc, explaining the reason for returning it.

3 Quick Reference Guide: Kuali Corporate Card Changes Page 3 of 8 Routing and Approval of the Corporate Card Changes edoc KEW Corporate Card Changes (CCC) edocs will be submitted to approvers through automated routing. After reviewing the contents of the CCC edoc, the assigned departmental approver can either approve the requested card changes, edit the edoc for corrections before approving, or return the edoc to its initiator for modification or cancelation. If an edoc is returned to its initiator for modification, all reviewers must approve it again. In order to ensure that each card change request is approved by a person with authority over the account in question, the CCC edoc will be routed automatically to the appropriate Assigned Approver, who is usually the Senior Business Officer (SBO) for the department or school specified in the edoc. Automated routing of the edoc to the Assigned Approver is governed by the Corporate Card School/Department Approver Maintenance Table, which is maintained in the system by the Corporate Card Administrator. To request a change to the assigned approver for your department or school, please contact USC Corporate Card Services by sending an message to corpcard@usc.edu or by calling Through the use of ad hoc routing, the edoc s initiator is able to submit the CCC edoc to one or more optional internal reviewers for approval before it goes to the SBO automatically. After receiving approvals from optional internal reviewers and departmental approvers, all CCC edocs are routed automatically to the Corporate Card Request Approver Workgroup for final approval. Once the edoc receives that final approval, the system will send the initiator an FYI action request as a courtesy notification. The recipient of an FYI request can acknowledge it without even viewing its details. Initiating a Corporate Card Changes edoc 1. Click the Kuali login link on either the USC Employee Gateway or the Kuali@USC website. The USCnet Login page will be displayed. 2. Log in, using your USC NetID user name and password. If you do not know your USC NetID or password, please call ITS Customer Support at (UPC) or (HSC). The Financial Main Menu page of the Kuali screen will be displayed. 3. Select the Workflow Main Menu tab near the top of the Kuali screen. The Workflow Main Menu page will be displayed. TIP: It is strongly recommended that you create a browser bookmark to the Workflow Main Menu page for easy access to the Kuali system. When you later use that bookmark, you will be directed first to the USCnet Login page and then to the Workflow Main Menu page once you have logged in. 4. In the Corporate Card Changes section on the Workflow Main Menu page, click the Corporate Card Changes link. The screen will change to display the Corporate Card Changes (CCC) edoc form. Fields marked with an asterisk (*) are required, and must be completed in order to submit the edoc. In the upper right-hand area of the screen, the fields for document number (abbreviated as Doc Nbr), status, Initiator, and the creation date will be populated by the system. 5. In the Description field in the uppermost folder tab, labeled Document Overview, type a brief description (40 characters max.) of the card changes you are submitting. (Below the Description field, the Organization Document Number field is not in use at this time.) NOTE: The edoc you are creating could appear in the results of a document search performed by any Kuali user. Do not include any sensitive information in the Description field because that description will be visible in the search results.

4 Quick Reference Guide: Kuali Corporate Card Changes Page 4 of 8 6. The Explanation text box is an optional field. If desired, use it to enter additional notes or a continuation of the information you have entered in the Description field. 7. Complete the folder tab labeled Card Holder s Information, as follows: a. If you are initiating this CCC edoc to request card changes for yourself, simply select the Same as Initiator checkbox. The system will automatically populate the fields for the card holder s name and 10-digit USC Identification Number. b. If you are initiating this edoc to request card changes for someone else, enter the 10-digit USC Identification Number for that card holder in the appropriate field. The system will automatically populate the Card Holder s Name field when you press the TAB key or click on another field. If you need to search for the card holder s USC ID, click the adjacent lookup icon to access the Person Lookup page. Use the fields provided on that lookup page to enter search criteria. When the search results are displayed, click the Return Value link for the desired person, and the CCC edoc page will be displayed again with the Card Holder s 10 Digit USC ID # field populated for the person you specified. c. If the name that appears on the card in question is the same as the name that now appears in the Card Holder s Name field, select the Name on Card Same as Card Holder s Name checkbox. The system will then automatically populate the Name on Card field. d. If the name on the card differs from the name shown in the Card Holder s Name field, complete the Name on Card field by entering the name that appears on the card. e. Enter the final 6 digits of the card number in the field provided for that information. f. To identify the card holder s school or department, first click the School/Department lookup icon. When the Corporate Card School/Department Approver lookup page is displayed, click the button without changing or entering any search criteria. A list of all schools and departments will be displayed at the bottom of the lookup page. Click the Return Value link for the appropriate school or department, and the CCC edoc page will be displayed again with the School/Department and Senior Business Officer fields both populated based on your selection. 8. Complete the Type of Card tab, as follows: a. In the Type of Card drop-down list, select the type of card for which you are requesting changes: Procurement, Travel, or CVC. b. If you selected Travel in the Type of Card drop-down list, the remaining fields on this tab will be disabled because they are not needed. You can proceed directly to step 9. c. If you selected Procurement or CVC in the Type of Card drop-down list, complete the Current GL Account Number field by entering the 10-digit department account number of the General Ledger account that is used to pay transaction charges for the card in question. The system will automatically populate the Account Name and Account EXP Date fields when you press the TAB key or click on another field. You can click the adjacent lookup icon to access the Account Lookup page. Use the fields provided on that lookup page to enter search criteria. When the search results are displayed, click the Return Value link for the desired account, and the CCC edoc page will be displayed again with the Current GL Account Number field populated based on your selection, in addition to the Account Name and Account EXP Date fields. d. If you selected Procurement or CVC in the Type of Card drop-down list, complete the Object Code field by entering the five-digit Object Code associated with the card in

5 Quick Reference Guide: Kuali Corporate Card Changes Page 5 of 8 question. The Object Code value that you enter here must begin with the digits 15. The system will automatically populate the Object Code Name field when you press the TAB key or click on another field. You can click the adjacent lookup icon to access the Object Code Lookup page. Use the fields provided on that lookup page to enter search criteria. When the search results are displayed, click the Return Value link for the desired Object Code, and the CCC edoc page will be displayed again with the Object Code field populated based on your selection, in addition to the Object Code Name field. 9. At this point, the remaining tabs on the edoc will likely be hidden (i.e., closed). Click the button on any hidden tab pertaining to the card changes you want to request, and that tab will open so that you can access its fields and controls. 10. You should only complete the Account Closure or Reopen tab if you are requesting that the account associated with the card be closed if it is currently active, or reopened if it has been closed. To complete this tab, do the following: a. In the Account Closure or Reopen drop-down list, select the action you are requesting. b. Click the calendar icon next to the Effective Date field and then use the resulting popup calendar to select the date on which the closure or reopening of the specified account should become effective. c. Use the Explanation of Request text box to enter a brief explanation of the reason why you are requesting this change. (This is a required field.) NOTE: A request for card account closure cannot be combined with any other changes to that card. Therefore, if you select Close on the Account Closure or Reopen tab, any other change request tabs that are open will be closed. 11. You should only complete the Credit Limit Changes tab if you are requesting changes to a credit limit for the card in question. To complete this tab, do the following: a. In the Credit Limit Change drop-down list, select the type of credit limit for which you are requesting changes: Credit Limit applicable for Procurement, Travel, and CVC cards Single Purchase Limit applicable only for Procurement and CVC cards Retail Cycle Limit applicable only for Travel cards ATM Cash Withdrawal Limit applicable only for Travel cards b. In the Increase or Decrease drop-down list, select the appropriate option to indicate whether you are requesting an increase or a decrease for the credit limit you specified. c. In the Requested Limit($) field, enter the dollar amount of the new credit limit for the card you have specified. This field can only accept an entry of up to five numeric characters and a comma. To view default limits for corporate cards, please visit the USC Corporate Card Services website < d. In the Type of Request drop-down list, select the appropriate option to indicate whether the credit limit change you are requesting should be Permanent or Temporary. e. Click the calendar icon beneath the Effective Start Date field and use the resulting popup calendar to select the date on which the revised credit limit should go into effect. f. If you selected Permanent in the Type of Request drop-down list, then you should leave the Effective End Date field blank.

6 Quick Reference Guide: Kuali Corporate Card Changes Page 6 of 8 If you selected Temporary in the Type of Request drop-down list, click the calendar icon beneath the Effective End Date field. Use the resulting pop-up calendar to select the date on which the temporary credit limit change you are requesting should be reversed. On that day, the credit limit for the card in question will be changed back to the amount in effect before your change was implemented. g. In the Current Card Limit and Explanation of Request text box, enter the card limit that is currently in effect, along with a brief explanation of the reason why you are requesting this change. (This is a required field.) h. In the Actions column, click the button to include this credit limit change line in the CCC edoc. i. If you want to include additional credit limit change lines, repeat steps a through h. If you need to remove a credit limit change line, click the button for that line. 12. If you selected Procurement or CVC in the Type of Card drop-down list, and if you are requesting that the current department account associated with the card in question be replaced with a different account, then complete the Account Number Change tab, as follows: a. In the New GL Account Number field, enter the 10-digit department account number of the new General Ledger account that will be used to pay transaction charges for the card in question. The system will automatically populate the Account Name and Account EXP Date fields when you press the TAB key or click on another field. You can click the adjacent lookup icon to access the Account Lookup page. Use the fields provided on that lookup page to enter search criteria. When the search results are displayed, click the Return Value link for the desired account, and the CCC edoc page will be displayed again with the New GL Account Number field populated based on your selection, in addition to the Account Name and Account EXP Date fields. b. In the Object Code field, enter the five-digit Object Code associated with the card in question. The Object Code value that you enter here must begin with the digits 15. The system will automatically populate the Object Code Name field when you press the TAB key or click on another field. You can click the adjacent lookup icon to access the Object Code Lookup page. Use the fields provided on that lookup page to enter search criteria. When the search results are displayed, click the Return Value link for the desired Object Code, and the CCC edoc page will be displayed again with the Object Code field populated based on your selection, in addition to the Object Code Name field. c. Use the Explanation of Request text box to enter a brief explanation of the reason why you are requesting this account change. (This is a required field.) 13. You should only complete the Merchant Category Code(s) tab if you are requesting an addition or deletion to the set of specific categories for which transactions may be charged on the card in question. To complete this tab, do the following: a. In the Add/Delete drop-down list, select the appropriate option to indicate whether you are adding or deleting the Merchant Category Code (MCC) group that you will specify on this tab. b. In the Type of Request drop-down list, select the appropriate option to indicate whether this MCC group change should be Permanent or Temporary. c. Click the calendar icon next to the Effective Start Date field and use the resulting popup calendar to select the date on which the MCC group change should go into effect.

7 Quick Reference Guide: Kuali Corporate Card Changes Page 7 of 8 d. If you selected Permanent in the Type of Request drop-down list, then you should leave the Effective End Date field blank. If you selected Temporary in the Type of Request drop-down list, click the calendar icon next to the Effective End Date field. Use the resulting pop-up calendar to select the date on which the temporary MCC group change you are requesting should be reversed. On that day, the MCC groups for which transactions can be charged to the specified card will be changed back to those codes in effect before your change was implemented. e. To specify the MCC group you are adding or deleting, click the MCC Group lookup icon to access the MCC Group lookup page. When the lookup page is displayed, click the button without changing or entering any search criteria. A list of all Merchant Category Code groups will be displayed at the bottom of the lookup page. Click the Return Value link for the desired MCC group, and the CCC edoc page will be displayed again with the MCC Group field populated based on your selection. f. Use the Explanation of Request text box to enter a brief explanation of the reason why you are requesting this change. (This is a required field.) 14. If you need to add any general comments or attachments to the edoc, then complete the Notes and Attachments tab, as follows: a. Click the button on the Notes and Attachments tab to reveal the fields and controls used for adding comments and attaching related files. b. Type your comments in the text box labeled Note Text. If you are just attaching a file, you must enter the file name or a brief comment in the text box. (This is a required field.) c. To add an attachment, click the button next to the Attached File field and navigate to the location of the file on your computer that you want to attach to this edoc. The full path of the file that you have selected will appear in the Attached File field, but it is not yet attached. d. If you want to change your selection to a different file, click the small button just below the Attached File field. When that field is empty again, click the button once more to locate the other file that you want to attach. e. To save the notes you entered and attach the file that you have selected, click the button located to the right of the Attached File field. 15. As described in Routing and Approval of the Corporate Card Changes edoc on page 3, the CCC edoc will be routed automatically upon submittal to the designated approver for the department or school specified in the edoc. Optionally, if you want to first route the edoc to any internal approvers, or if you want to send a courtesy FYI notification to someone when submitting the edoc, complete the Ad Hoc Recipients tab as follows: a. Select the desired action (Approve or FYI) from the Action Requested drop-down list in the Person Requests section. b. In the Person field, enter the User ID of the person to whom you want to route the edoc. To look up the User ID of the intended recipient, click the magnifying glass icon next to the Person field to access the Person Lookup form. Enter search criteria as needed to locate the desired person, and click the button to view matching results at the bottom of that page. Among the displayed results, locate the entry for the desired person and click the return value link in that row. Your browser will then display the CCC edoc form again, with the user you selected now entered in the Person field. c. Click the button in the Actions column.

8 Quick Reference Guide: Kuali Corporate Card Changes Page 8 of When you are ready to submit the edoc, click the button. Resubmitting an edoc Returned for Correction When an approver returns a CCC edoc to its initiator for changes, the initiator should proceed as follows: 1. Open the edoc and scroll down to the Notes and Attachments tab to read the approver s reason for returning the edoc. 2. Edit the edoc to make the changes requested by the approver. 3. Click the button to re-submit the modified edoc for approval. Checking the Status of a Submitted edoc Use this procedure to learn the current status of a CCC edoc that has been submitted for approval. 1. Log in to the Kuali system, as described in Initiating a Corporate Card Changes edoc on page Near the top of the Kuali screen, click the button. The Document Lookup page will be displayed. 3. Enter the user name of the person who initiated the CCC request in the Initiator field. TIP: If you are unsure of your own user name, note that it is displayed as Logged in User: in the upper right-hand area of the Kuali screen. 4. Use the date selector tools adjacent to the Date Created From/To fields to specify the date range during which you submitted the edoc in question. You can also further refine your search by entering the document type abbreviation (CCC in this case) in the Type field. 5. Click the button. The search results, consisting of all the edocs that you submitted during the specified time period, will be displayed in a table at the bottom of the screen. 6. In the search results table, identify the edoc whose status you want to check, and click the document icon at the rightmost end of the same row, in the column labeled Route Log. The screen will change to display status information for the edoc in question, so that you can see where it is in the approval process. Logging Out of Kuali There is no Log Out link or button in the Kuali system. To exit Kuali, you must close all open windows of your browser using the standard window Close button. (On an Apple computer running the OS X operating system, you must also quit the browser.)