Charleston Southern University Procurement Card (P-card) User Guide

Transcription

1 Charleston Southern University Procurement Card (P-card) User Guide

2 Index Overview. 3 Concepts. 3 Terms.. 4 Processing cycle... 4 Contacts... 4 Logging in 5 Home Page.. 6 Customizing Columns 7 Notification Preferences.. 8 Processing Transactions. 9 Splitting Transactions 10 Signing off.. 11 Processing Deadlines.. 12 Disputing Transactions.. 13 Personal Reports 14 Monthly Reports 15 P-card report. 15 Monthly P-card report P-card Travel.. 17 Additional Resources.. 18 Training videos 18 Online Manuals 19 P-Card User Guide Page 2

3 OVERVIEW Charleston Southern University has implemented a procurement card (P-card) program. This program has increased user functionality, widespread vendor acceptance, predefined spending limits and online reporting. This eliminates the need to generate purchase orders. Online reporting offers a variety of reports that will allow you to view spending by cardholder, department, location and account number. These functions allow greater flexibility and management of expenditures. This document provides an overview of the transaction processing cycle and the procurement card user activities and responsibilities. CONCEPTS 1. Within this document P-card system is referring to the Bank of America Works website. This can be found and saved into your favorites A cardholder can make a purchase using his or her P-card only if the card has available funds. 3. Transactions require sign off by the employee in the purchase card system. The sign off process requires the cardholder logging into the P-card system to review transactions and account coding before signing off that it is a valid transaction. 4. Funds are renewed after the cardholder signs off on the transaction. If the cardholder has $1,000 in funds and makes a $200 purchase, $800 remains available for future purchases. After the $200 transaction is signed off, the full $1,000 is restored to the card. No new funds will be added to the card until the sign off process is complete. 5. Funds are to be signed off weekly by 5 p.m. each Monday. After this time, the account will no longer be open for allocation through the P-card system. The account must be signed off in order to restore funds. 6. In order to reallocate funds after the cut off, the card holder will need to contact the accounting department. If funds are continually not reallocated in a timely manner and the accounting department is required to correct these allocations, disciplinary action will be taken with possible loss of card as indicated by the P- card manual. 7. If, for any reason the user requires additional funds above the normal monthly allowance, the user must have the vice president of the department approve extension of the credit limit. Only the P-card administrator will be able to adjust this limit. P-Card User Guide Page 3

4 TERMS 1. A Transaction Limit is the amount of the largest single transaction that is authorized on the P-card. 2. Credit Limit is the total amount of transactions that are authorized during the monthly business cycle. A cardholder can continue to replenish funds but cannot spend more than the credit limit during the month. PROCESSING CYCLE: The typical cycle for P-card usage is: P-card users will initiate transactions on their card notification sent to cardholder of transactions posted on the P-card system. Transactions are typically posted on the system hours after purchase, but may take several days. Cardholder will log into the P-card system and review transactions and account coding. (see Processing Transactions, page 9) Cardholder will sign off on the transaction. Funds will be replenished for only the amount of approved transaction. Users MUST allocate funds by 5 p.m. each Monday. The P-Card administrator will review and summarize transactions on a weekly basis and import into the accounting system. CONTACT Contact the program administrator with any questions or comments relating to the Works website. Program Administrator: Melissa Spivy mspivy@csuniv.edu P-Card User Guide Page 4

5 LOGGING IN 1. You will receive a welcome that provides the initial log in information and user validation. 2. Go to: 3. Bookmark the site for future reference. 4. Login with: (1 st login only) Username (Case Sensitive) Password (Case Sensitive) (8 to 100 characters, can be alpha and/or numeric or both) All passwords expire in 90 days. If you forget your password, contact the P-Card administrator to temporarily change your password. Note: The application is designed to automatically timeout if not active for 30 minutes. P-Card User Guide Page 5

6 HOME PAGE The Home Page displays when you first log into the application or when you click the Home Page icon. This page includes links to Tasks assigned to you and a listing of your P-card funds. The Tasks section of the Home Page lists Tasks cardholders must complete. Tasks are also listed in the left navigation bar. To perform a Task, highlight the Task under Action Required. Once the action is highlighted, transactions will appear. Home Icon Tasks Action Required Card Details You can access a video overview of navigating the application at the following address: P-Card User Guide Page 6

7 CUSTOMIZING COLUMNS After selecting a Task to perform, the screen can be customized to your needs. The column button enables you to specify the columns of information to display in an order that you select. Column Button Add/Remove columns you want to view Select the order columns will appear in. P-Card User Guide Page 7

8 NOTIFICATION PREFERENCES This application summarizes events into reports that it sends you periodically via . You can control the reporting frequency by adjusting the settings as described in the Preferences Page. Click Save when finished. Preferences Save Button NOTIFICATION REPORT EXAMPLE: (Your Name will appear here), The following changes have occurred. The following transactions have been received, adjusting the available funds. Card Supplier Amount XXXX SIR SPEEDY $ XXXX NWA AIR $ XXXX PASCO SCIENTIFIC $ P-Card User Guide Page 8

9 PROCESSING TRANSACTIONS 1. On the Home Page, under Action Required click Sign Off. 2. Highlight the transaction in the upper section of the window to view its details in the lower section. 3. Click the Allocation Tab. 4. Move the cursor to the Allocations Field and review the GL accounting codes. Account codes will default based upon your assigned location, department and type of purchase. 5. The account number can be changed, if necessary. You can manually enter the account number or click the GL Assistant. Refer to Using the GL Assistant on page 11. To change the allocation, click Add/Edit. 6. If an invalid account number is entered, an invalid/unauthorized red x will appear in the allocation validation column. This allocation must be corrected. Contact the program administrator if necessary. 7. Add new lines if necessary, refer to page Click the Purchase Detail Tab to review any line item detail submitted by the merchant (not necessary if you know your purchases). 9. Click Save. 10. Click Sign Off. Refer to page 14 Signing Off Transactions. To set default tab for this session, click the thumbtack To Edit Allocation Click Account Allocation P-Card User Guide Page 9

10 To allocate transactions across multiple cost centers, add more lines and allocate by dollar amount or %. Type in new allocations or click on GL assistant for help in locating valid GL codes Allocate and Save SPLITTING TRANSACTIONS 1. Go to the Add New Lines drop down menu. 2. Select the number of lines as necessary. 3. Select Amount or Percentage button beside Allocate By. 4. Move from one line item to the next entering the account number in the Allocations Field and the dollar/percentage amount in the Amount Field if necessary. 5. Click Save. You can access a video overview of the GL Account coding and sign off procedures at the following addresses: P-Card User Guide Page 10

11 SIGNING OFF TRANSACTIONS Signing off a transaction is the final step in the allocation process. Only Sign Off transactions once they are allocated to the appropriate account number. If changes need to be made after Sign Off, contact the program administrator ( ). SIGN OFF A SINGLE TRANSACTION: 1. Allocate the transaction as described in Processing Transactions page Click Sign Off on the lower right-hand corner to submit the transaction. SIGN OFF MULTIPLE TRANSACTIONS: 1. Check the Table view button on the right-hand corner of the screen. All transactions requiring Sign Off will appear in a table format. Click Sign Off 2. To Sign Off all transactions listed: a. Check the Check-Mark box at the top of the column on the left side of the screen. A check mark will be placed beside all transactions listed. b. Click Sign Off. c. All transactions will disappear. 3. To Sign Off multiple but not all transactions listed: a. Check the Check-Mark box beside each transaction to be Signed Off. A check mark will be placed beside the requested transactions only. b. Click Sign Off. (reference picture on next page) P-Card User Guide Page 11

12 Table View Select Transactions & Sign Off PROCESSING DEADLINES All transactions must be Signed Off by the close of business (5 p.m.) on Monday of each week. If you are close to your credit limit at the end of the P-Card cycle (27th of the month) and have not Signed Off on any or some of your transactions, credit funds will not be available until transactions have been allocated and Signed Off. Example 1: Credit limit: $10,000 Transactions Requiring Sign Off: $8,000 Credit Limit: $2,000 Example 2: Credit limit: $10,000 Transactions Requiring Sign Off: $0 Credit Limit: $10,000 P-Card User Guide Page 12

13 DISPUTING TRANSACTIONS Notify the program administrator ( ) that a transaction is under dispute or possible fraud. Marking a transaction for dispute is done on the same screen used for allocating transactions. Note: Marking a transaction for dispute cannot be done once it has been Signed off. 1. Click a transaction in the upper section to view its details in the lower section. 2. Click Dispute on the lower left-hand corner. 3. Enter the disputed dollar amount and the reason for the dispute and click Ok. Dispute P-Card User Guide Page 13

14 PERSONAL REPORTS Each user can monitor his or her spend activity by accessing his or her memo statement and personal reports. Users can access My Memo Statement. The My Memo Statement report enables cardholders to view all of their card transactions for a specified date range. TO ACCESS PERSONAL REPORTS: 1. Click Reports on the left navigation bar. 2. Select Personal Reports. 3. Select Spend Reports. 4. Highlight the desired report. 5. Select the report s criteria in the lower portion of the page. 6. Select: a. PDF: View access only. b. Excel: Access to edit and sort information. Date Range Report Type P-Card User Guide Page 14

15 MONTHLY REPORTS Each user must download his/her monthly report from the system. Failure to submit your P-card report can result in penalties outlined in your P-card policy document. Please review this policy often for updates and changes. Copies of the statement and attached receipts must be forwarded to the Program Administrator by the 8th of each month. You may begin sending the statement and receipts on the 29 th of each month. P-card Report See page 18 for directions on how to run the works report. Users will print monthly statements on the 29 th of each month and attach receipts. 1. Reports must include the P-card monthly cover sheet. See provided link below Reports are to be numbered by transaction line. Receipts and any additional relevant backup for each transaction will be in order and numbered to match numbered transactions. 3. If the user has traveled using the P-card, the travel authorization and expense report are to be included. 4. Expense reports are to be numbered in correspondence to receipts and transactions that they pertain to. Travel forms in which the P-card was not utilized will not be turned in with the P-card report (reference page 17). 5. User will include the missing receipt forms as needed for missing receipts 6. User and direct supervisor must sign off on cover sheet; this testifies that the report and all backup documentation are present and organized correctly. 7. The monthly report will be maintained in the NOLIJ system by the purchasing office. 8. Original receipts are to be maintained by the user for a period of no less than three months. P-Card User Guide Page 15

16 MONTHLY P-CARD REPORT NEW P-CARD MONTHLY REPORT Step 1 - Step 2 - Go to REPORTS Select REPORTS Select SPEND REPORTS Under the Step 1 heading of Select a Spend Reports template, using the drop down arrow, select CHOOSE FROM ALL AVAILABLE TEMPLATES Select A. USE THIS MONTHLY P-CARD REPORT click FINISH. Step 3 - Proceed to ADD GENERAL and COLUMN FILTERS Type in your last name in the white blank where it says CH LAST NAME is exactly Adjust dates to reflect current period for report if necessary. TO RUN YOUR REPORT AUTOMATICALLY Select SHOW EXPERT VIEW toward the top right side of your screen. Go down to the very bottom of your screen where it says STEP 6 Scheduling and Expiration. Under SCHEDULE - select RECURRING Select Every Billing Cycle plus 1 Day then select OK (This will automatically run your report for you each month at the proper time and notify you via when the report is ready to download. You will also see that the report is available on your home screen around the 29 th of each month. To continue to run it yourself each month, skip this option.) Step 4- Select SUBMIT REPORT at the bottom right corner of the page. Once the report is run select Download PDF. P-Card User Guide Page 16

17 P-CARD TRAVEL Please reference the Expense and Travel Policies and Procedures document found under Business Office on the CSU webpage for all travel policy information. Organizing travel expenses Travel expenses must be approved using a Travel Authorization Form, include all required backup documentation and include an Expense Report with the breakdown of charges. Travel - Only P-card purchases Remit to P-card Administrator only: - Signed Travel Authorization Form - Numbered receipt copies to correlate with Monthly P-card Report - Expense Report (numbered to correlate with P-card report) Be sure Expense Report is dated, filled in completely and includes only one TA number per voucher. Travel Using both P-card and cash/mileage/check/or other reimbursement Remit to P-card administrator only: *** Turn in ONLY P-card relevant information **** - Signed Travel Authorization form - Numbered receipt copies to correlate with P-card report - Expense Report (numbered to correlate with P-card report) Be sure Expense Report is dated, filled in completely and includes only one TA number per voucher Remit to accounts payable office: *** Do not turn in any P-card information to accounts payable office*** - Signed travel authorization form - Signed Expense Report - All cash receipts - All reimbursement requests - All relevant backup documentation Travel with no P-card expenditures. Remit to accounts payable office only: - Signed travel authorization form - Signed Expense Report - All cash requests - All Reimbursement requests - All relevant backup documentation P-Card User Guide Page 17

18 ADDITIONAL TRAINING RESOURCES TRAINING VIDEOS Online Training Material is available as listed below: Works Payment Manager 3.0 Process Overview: This session introduces you to the Works application and the workflow being used by your organization Initial Login/Forgot Password: This session shows how to login in for the first time and reset or set your password should you forget your password or delete your welcome . Navigating Payment Manager 3.0: This session introduces you to the interactive interface of Payment Manager, including action items, viewing your card's available funds, finding reports and modifying the frequency of s from Works. Cardholders: Reconciling Transactions: This session shows cardholders how to allocate transactions for purchases and sign off on their transactions. Cardholders: Creating Purchase Requests and Reconciling Transactions: This session shows cardholders how to create purchase requests for incremental funds and how to allocate transactions and sign off on their transactions. Cardholders & Managers: Viewing Your Online Statement and Handling Flagged Transactions: This session covers viewing and printing your statement online, searching for transactions in the system and handling transactions that have been flagged by your manager or accountant. Managers: Transaction Sign Off and Approving/Rejecting Purchase Requests: This session shows managers how to sign off on their cardholder's transactions and approve or reject purchase requests for incremental funds. Delegation authority is also covered, allowing managers to give another user access to their tasks. Managers: Reporting: This session shows managers how to run detailed reporting for all cards and transactions within their scope. P-Card User Guide Page 18

19 ONLINE MANUALS You can access the Payment Manager Manual online as follows: 1 Select Reference on the left navigation bar. 2 Select Training. 3 A new window will pop up with topic sections P-Card User Guide Page 19