Procurement Card (PCard) Compliance Training

Transcription

1 Procurement Card (PCard) Compliance Training January 2015 Please note: This version is for review purposes only. Training as a new coordinator or reviewer must be completed via the OOD Trainsweb site at: so that a record of the training exists. PCARD ADMINISTRATION pcard.ask@business.gatech.edu Slide 1 of 32

2 PeopleSoft System Access Coordinators/Reviewers Complete PCard Coordinator/Reviewer Compliance Access Request Form found on (click on Procurement Card, then PCard Forms) Once system access has been granted notification will be received from Slide 2 of 32

3 Compliance Reporting of Monthly PCard Packages Compliance data is available on the 1 st (business day) of the next month Compliance reporting due dates by Fiscal Year are found at (click on Procurement Card, file located on right side under related links) Compliance due dates are 45 days from the statement date (27 th of each month) System counting begins automatically (if day 45 falls on a weekend then due date is the Friday before weekend) After 45 days system marks compliance as late Slide 3 of 32

4 Compliance Reporting of Monthly PCard Packages Compliance Verification is completed through Techworks (PeopleSoft) PCard bank statements by individual PCard Cardholder (with accountable documentation) have been reconciled and approved Compliance Verification is completed by Department PCard Coordinators and Reviewers as assigned by the Department Slide 4 of 32

5 Review Question 1 A PeopleSoft system access form must be completed for a coordinator or a reviewer to receive access to mark PCardholders as compliant. A. True B. False Slide 5 of 32

6 Review Question 2 Compliance reporting due dates are how many days from the statement date? A. 30 days B. 45 days C. 60 days D. 90 days Slide 6 of 32

7 Compliance Reporting of Monthly PCard Packages Login to Techworks and follow the menu path below Purchasing ~ GT Purchasing ~ PCard Coord Monthly Activity Slide 7 of 32

8 PCard Coordinator Monthly Activity The following search screen appears GT defaults in SetID Department: Type in Department number or click on magnifying glass and choose Department # PCard Monthly Activity Date: Type in Date or click on magnifying glass and choose date Slide 8 of 32

9 Late Compliance Warning The screen message below will appear if the date is past the 45 day window to indicate that compliance will be marked as late Slide 9 of 32

10 PCard Activity By Month For Coordinators Monthly Activity Screen View Slide 10 of 32

11 PCard Activity By Month For Coordinators Check the box to mark compliant Operator ID and current date automatically captured 10/13/2010 sj27 Late box will be automatically checked if date is 45 days past statement date Slide 11 of 32

12 PCard Activity By Month For Card Suspension Coordinators Comment must be added in bubble within 45 day deadline no comment and not compliant card will be suspended Slide 12 of 32

13 PCard Activity By Month For Coordinators Bubble Comment Click on the Bubble Type Comment Do not suspend card, your name, and date Additional explanation may be added Slide 13 of 32

14 PCard Activity By Month For Coordinators Saving The Record Click on save before proceeding or signing out Slide 14 of 32

15 Review Question 3 A PCardholder s name in red on the monthly activity screen indicates that the PCardholder is in compliance. A. True B. False Slide 15 of 32

16 Review Question 4 The date and my oprid are captured when changes are made on the monthly activity screen. A. True B. False Slide 16 of 32

17 Review Question 5 If I don t want a PCardholder s card suspended, then I must key in the bubble, do not suspend card, my name, and date. A. True B. False Slide 17 of 32

18 Review Question 6 If I don t click the save button, my changes will still be recorded. A. True B. False Slide 18 of 32

19 PCard Coordinator Monthly Summary 18 Month PCard Coordinator Summary Navigation Purchasing ~ GT Purchasing ~ PCard Coord Monthly Summary Slide 19 of 32

20 PCard Coordinator Monthly Summary Monthly Summary is by Department One Department will default to GT (in Example) Multiple Departments will be listed for you to select Slide 20 of 32

21 PCard Coordinator Monthly Summary Rolling 18 month summary page Asterisks beside monthly boxes indicated late report Click on bubble to view comments Slide 21 of 32

22 PCard Reviewer Departments can have multiple reviewers to mark cards as compliant Coordinator sets up the link between PCards and Reviewers after notification of system access by navigating to Purchasing ~ GT Purchasing ~ PCard Coord Reviewer Setup Key in User ID, or Name, or click on Search for a complete listing of users in Department(s) Slide 22 of 32

23 PCard Reviewer Click on the reviewer User ID to display list of cardholders (last 4 digits of PCard) that can be assigned to reviewer Slide 23 of 32

24 PCard Reviewer List of cardholders displayed Check the box for cardholder(s) assigned to reviewer Note: All cardholders may not display on one screen Slide 24 of 32

25 PCard Coordinator Coordinator also retains access to mark cardholder as compliant if reviewer not available Slide 25 of 32

26 Review Question 7 Reviewers can be set up to mark specific cards as compliant. A. True B. False Slide 26 of 32

27 Review Question 8 The coordinator or reviewer can mark a PCardholder as compliant or can add comments on the monthly activity screen. A. True B. False Slide 27 of 32

28 Review Question 9 A coordinator cannot mark PCardholders as compliant if they have been assigned to a reviewer. A. True B. False Slide 28 of 32

29 PCard Compliance Key Points Access through Techworks Access request form on (click on Procurement Card, forms FY Compliance Due dates on (click on Procurement Card then related links System automatically marks compliance as late past due date Card Suspension Avoidance Comments must be keyed in bubble Do not suspend Card, Name, Date, and brief explanation Reviewers may be added to mark specific cardholders in compliance Slide 29 of 32

30 QUESTIONS Contact Beverly Wright, Procurement Card Program Manager Robert Sells, CAPP, Procurement Card Administrator Slide 30 of 32

31 Review Question 10 will be the quickest way for you to receive a response to questions regarding the PCard. A. True B. False Slide 31 of 32

32 Tutorial Assessment Let s see what you have learned by completing the following Assessment You must score 80% or higher to receive credit for completing this tutorial You must complete this Assessment once you begin Click next to begin Slide 32 of 32