Utah State University. P-Card Workflow Training Documentation

Transcription

1 Utah State University P-Card Wrkflw Training Dcumentatin Cntrller s Office, Krista Bdrer

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3 NOTIFICATION Ntificatin s are sent at each Apprval level 10 Receipt Attacher 100 Cardhlder 200 Business Services Reviewer 300 Department 400 Dean/VP Lgin t Wrkflw by: Clicking n the Wrkflw link in the ; r G t in a web brwser and click n Banner Wrkflw 2

4 Descriptin Enter a shrt (50 character) descriptin. This descriptin will be displayed n the eprint reprt and als when viewing the S# n FOIDOCH r FAIINVE. Optinal Reference Number This is fr internal use nly. Reprting using this field will be available. Receipt Type The Substitute Receipt Frm shuld be used in exceptinal circumstances when the cardhlder cannt btain a replacement receipt frm the vendr. RECEIPT ATTACHER Wrkflw 1. Attach receipt (see next page) a. If receipt hasn t been cllected, cntact Cardhlder b. If the transactin is fraudulent, the Cardhlder needs t i. cntact the vendr ii. cntact Wells Farg iii. use the Substitute Receipt Frm; indicate it is a fraudulent charge iv. add cmment indicating the transactin is fraudulent v. when credit cmes thrugh, use the same Index as the charge and the same Substitute Receipt Frm 2. Fill in Descriptin r Optinal Ref Num 3. Answer questins in the 3 sectins a. Receipt Type b. Receipt Classificatin c. Ruting 4. Click Cmplete Receipt Classificatin Based n the classificatin selected, the transactin will rute t the apprpriate apprver. There is n need fr the paper frm any lnger. Ruting The Cardhlder signature indicates that the charge is: crrect authrized by Cardhlder cmpliant with University plicies cnsistent with department budget & grant guidelines 3

5 RECEIPT ATTACHER Attach Receipt Fr Ggle Chrme r Firefx, fllw these instructins. If using Internet Explrer, g t page Click n the wrd here in the wrkflw frm Receipt Dcumentatin The receipt can be an electrnic cpy, a scanned cpy, r even a picture taken with an electrnic device. If using the Substitute Receipt Frm, it shuld be used in exceptinal circumstances when the cardhlder cannt btain a replacement receipt frm the vendr Lgin t Xtender with yur A# and passwrd 3. Click n Chse File 4. Select yur file 5. Click n Uplad 6. Click n the new icn 4

6 7. Click Save Receipt Indexes The Index values d nt need t be changed. They are assciated crrectly fr this particular P-Card transactin. 8. If dcumentatin has multiple pages, click the Attach all Pages icn Xtender Indexing Optins If yu have multiple transactins that need receipts attached, d nt Lgut f Xtender. 9. Clse the brwser windw 5

7 CARDHOLDER APPROVAL Wrkflw Cardhlder Respnsibilities Return all itemized receipts t Receipt Attacher Dispute any charges with vendr r Wells Farg within 60 days f transactin Ensure any inapprpriate purchases are immediately reprted t yur supervisr Arrange fr repayment f funds t Utah State University Receive apprpriate re-training as needed 1. Fill in Descriptin bx regarding transactin 2. Redistribute if needed 3. Fill in necessary infrmatin when Meals & Entertainment r Membership & Dues (see page 9) 4. Click the apprpriate actin in the Actin bx 5. Click Cmplete Descriptin The descriptin transfers t Banner which yu will see n the P-Card e~print reprt. It s als viewable when lking at the S#. Optinal Redistributin Index, Accunt and Amunt are required when redistributing. Transactin may be split three ways. Transactin Apprval The Cardhlder signature (electrnic r manual) indicates that the charge is: crrect authrized by Cardhlder cmpliant with University plicies cnsistent with department budget & grant guidelines Apprval Optins Electrnically apprve Manually sign receipt Receipt Attacher needs t chse in Ruting t Bypass Cardhlder An frm the Cardhlder with the attached receipt fr the transactin Receipt Attacher needs t chse in Ruting t Bypass Cardhlder 6

8 BUSINESS SERVICES APPROVAL Wrkflw Business Services Reviewer Respnsibilities Ensure all supprt dcumentatin is attached and infrmatin is entered Verify all University plicies are fllwed Verify transactin is within budget Redistribute the Index r Accunt if necessary 1. Fill in Descriptin bx regarding transactin if nt previusly filled 2. Redistribute if needed 3. Fill in necessary infrmatin when Meals & Entertainment r Membership & Dues (see page 9) 4. Click the apprpriate actin in the Actin bx 5. Click Cmplete Descriptin The descriptin transfers t Banner which yu will see n the P-Card e~print reprt. It s als viewable when lking at the S#. Optinal Redistributin Index, Accunt and Amunt are required when redistributing. Transactin may be split three ways. Transactin Apprval The Business Services Reviewer apprval indicates the transactin: des cmply with P-Card Prcedures (refer t 2.5, Prhibited Purchases) cmpliant with University plicies i.e. Emplyee Gift & Awards, Meals & Entertainment, Membership & Dues, Gift Card Prcedures, etc cnsistent with department budget & grant guidelines 7

9 DEPARTMENT OR DEAN/VP APPROVAL - Wrkflw Department Apprval The Department apprver is the Cardhlder s supervisr. The supervisr may delegate the review t a delegated apprver (see definitin f delegated apprver in P-Card Prcedures) 1. Verify the transactin is an apprpriate business expense a. review Descriptin b. review, when applicable, Meals & Entertainment r Membership & Dues 2. Click the apprpriate actin in the Actin bx 3. Click Cmplete Dean/VP Apprval The Dean/VP nrmally apprve transactins that are: Membership and Dues Alchl purchased n Meals & Entertainment Department apprver is the Cardhlder When the Dean/VP is the Cardhlder apprvals will rute t the Prvst r President fr the neup apprval authrity. Transactin Apprval The Department r Dean/VP apprval indicates the transactin is: an apprpriate business expense cmpliant with University plicies i.e. Emplyee Gift & Awards, Meals & Entertainment, Membership & Dues, Gift Card Prcedures, etc Qualified Apprval The Department r Dean/VP Qualified Apprval indicates the transactin: des nt cmply with P-Card Prcedures (refer t 2.5, Prhibited Purchases) 8

10 Membership and Dues Membership and Dues Deans/VP s are required t review transactin fr Membership r Dues 1. Redistribute t Accunt , Membership Dues 2. Enter Purpse f Membership, Membership Name, and Cmpany Meals and Entertainment Meals and Entertainment with alchl require Dean s/vp s apprval Meals and Entertainment 1. Enter Business Purpse, Event Date, Event Lcatin, and Attendees/Affiliatin a. Yu may attach a list f attendees by adding a new page thrugh Xtender. b. Enter see attachment in Attendees/Affiliatin bx 9

11 ADD PROXY 1. Lgin t Wrkflw 2. In the User Prfile sectin, click n User Infrmatin 3. Find Rle Name FAPINVT in My Rles, click n Add Prxy 3. Select User frm the drp dwn bx. Enter a date fr Effective T: Check the Nn-Cnfidential bx Click Save Prxy Details Effective T dates can be used fr temprary r lng term apprvals. Chse the date accrdingly. 10

12 RECEIPT ATTACHER Attach Receipt Internet Explrer Instructins 1. Click n the wrd here in the wrkflw frm Receipt Dcumentatin The receipt can be an electrnic cpy, a scanned cpy, r even a picture taken with an electrnic device. If using the Substitute Receipt Frm, it shuld be used in exceptinal circumstances when the cardhlder cannt btain a replacement receipt frm the vendr Lgin t Xtender with yur A# and passwrd T imprt the dcument: click the carrt next t the Page Menu, select New Page,then Imprt File, and then select Append. 4. An Imprt File bx will appear and allw yu t search fr the file that needs t be imprted. Select the file yu want t uplad and then click n the Open buttn. The file that yu have imprted/pened will appear (as shwn belw). 5. Click n the new icn 11

13 Receipt Indexes The Index values d nt need t be changed. They are assciated crrectly fr this particular P-Card transactin. 6. Click Save 7. If dcumentatin has multiple pages, click the Attach all Pages icn Xtender Indexing Optins If yu have multiple transactins that need receipts attached, d nt Lgut f Xtender. 8. Clse the brwser windw 12

14 Cnnect t USU VPN with an Andrid Phne Create a cnnectin t the USU VPN server using an Andrid Phne. T Cnnect: Press the Menu buttn and select Wireless & netwrks Select VPN Settings Click n Add VPN Select Add L2TP/IPSec PSK VPN Click n VPN name t create a name fr the cnnectin. This name is t help yu remember what the cnnectin is and can be whatever yu want Click Ok t cnfirm name Select VPN server Enter "vpn.usu.edu" and press Ok Select IPSec pre-shared key Enter aggies fr the pre-shared key. This must be entered exactly: aggies Press 'OK' t cnfirm. Press menu key n yur device and select save D nt select the check bx next t "Enable L2TP secret". D nt set L2TP secret. D nt enter any DNS search dmains. Under Username enter yur A-Number Under Passwrd enter yur USU strng passwrd Click Ok The text "Cnnecting..." will appear Once cnnected yu'll see a ntificatin n the tp ntificatin bar f the phne letting yu knw that yu've successfully cnnected As well as n the cnnectin name itself Once yu are dne using the VPN, simply tap the VPN name (in this case USU VPN) t discnnect 13

15 Create an ios VPN Cnnectin Create a cnnectin t the USU VPN server using an ios device, such as an ipad, ipd, r iphne. Apple ipad: G t Settings >> General >> Netwrk >> VPN Click Add VPN cnfiguratin Cnfigure VPN using the fllwing settings: Descriptin: USU Server: vpn.usu.edu Accunt: Enter yur A-Number RSA SecurID: Off Passwrd: Enter strng passwrd Secret: aggies Send All Traffic: On Prxy: Off Save settings Press VPN t turn On and Off 14

16 Apple iphne and ipd: G t Settings >> General >> VPN Click Add VPN Cnfiguratin Cnfigure VPN using the fllwing settings: Descriptin: USU Server: vpn.usu.edu Accunt: Enter yur A-Number RSA SecurID: Off Passwrd: Enter strng passwrd Secret: aggies Send All Traffic: On Prxy: Off Save settings Press VPN t turn On and Off If yu are lgging int yur hme cmputer with Windws Vista/7/8, g t this link: fr VPN access. 15