Overview. Finance Support Process: ProCard/GoCard Reconciliation Module: CFS ProCard. Table of Contents. For ProCard. For GoCard

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1 Finance Support Process: ProCard/GoCard Reconciliation Module: CFS ProCard Overview This business process guide demonstrates how to reconcile your monthly ProCard/GoCard statement, print your report and view your transactions and history. The ProCard module within the Common Finance System (CFS) is used to record detailed descriptions of ProCard/GoCard charges, make adjustments to chartfield distributions, and review historical data. Once a month, the credit card company produces a file of all ProCard/GoCard charges made for that specified time period. That file is loaded into the CFS ProCard module. After the file is downloaded, cardholders are notified via that their statements are ready for review. Due dates for ProCard and GoCard statement processing are as follows: For ProCard 1. On or about the 25th of each month, cardholders are notified via that their ProCard statements are ready for reconciliation. 2. By the 5th of the following month, cardholders must have reconciled their ProCard statement and print their ProCard Statement report. 3. By the 10th of each month, both cardholders and their Approving Officials must sign the ProCard Statement report and submit it with matching receipts to Accounts Payable, Zip For GoCard 1. On or about the 16th of each month, cardholders are notified via that their GoCard statements are ready for reconciliation. 2. Within 5 working days (on or about the 22nd of each month), cardholders must reconcile their Travel Card statements in CFS, print and submit the approved GoCard Statement Report with matching receipts to Accounts Payable, Zip Table of Contents Overview... 1 Section 1: Reconcile ProCard/GoCard Statement... 2 Section 2: Print ProCard/GoCard Statement Report... 8 Section 3: View ProCard/GoCard History and Print Statement Completed Reconciliation Contacts Resources Forms bpg_procard_gocard_recon/ch Page 1

2 Section 1: Reconcile ProCard/GoCard Statement This section demonstrates searching for your ProCard/GoCard statement, adding detail descriptions to each of the transactions, and changing chartfields/creating split chartfields, if needed. The Common Finance System (CFS) Main Menu page 1. Navigate to CSU ProCard > Use & Inquiry > ProCard Adjustment. bpg_procard_gocard_recon/ch Page 2

3 The ProCard Adjustment search page 2. Enter criteria: Business Unit: Enter SJ000. Origin: Enter USB for ProCard or UST for GoCard. Note: If you have both a ProCard and a GoCard, you will always need to enter criteria in the Origin field. Last Name: Enter cardholder s Last Name. First Name: Enter cardholder s First Name (Optional). 3. Click the Search button. 4. If your search produces multiple results, click the hyperlink for the name you wish to view. bpg_procard_gocard_recon/ch Page 3

4 The ProCard Adjustment page 5. Description: (Required) Delete data in this field and add your description of what was purchased. The Description field can be used to include information such as product description if receipt description is vague and business purpose or justification for purchase. For hospitality expense, explain purchase by completing the Hospitality Expense Justification form instead of providing details to the event in this field. 6. Disputed Checkbox: Select checkbox only if you are disputing a charge with US Bank. 7. Distribution: If needed, change the chartfield information (can split chartfield). bpg_procard_gocard_recon/ch Page 4

5 8. To review next transaction, click the Right Arrow (Next) icon. 9. To see all charges for the billing cycle, click the View All hyperlink. bpg_procard_gocard_recon/ch Page 5

6 Field Description List: ProCard Adjustment page (above) Field Name Description Business Unit SJ000 ProCard Origin Invoice Invoice Date USB for ProCard and UST for GoCard System generated number. The first two characters are PC (ProCard), the next four characters are MMYY (month and year of billing statement) and the last four are sequential numbers. Make a note of the Invoice number because it is used to cross-reference the Accounts Payable voucher. The billing statement date. Total The total amount for the ProCard/GoCard used in this billing cycle. Vendor Name The vendor who was paid for this transaction. Transaction Date The date of the charge. Merchandise Amt The amount of the charge for each transaction. A description of what goods were purchased. This is a required field. Description Disputed The Description field can be used to include information such as product description if receipt description is vague and business purpose or justification for purchase. For hospitality expenses, explain purchase by completing the Hospitality Expense Justification form instead of providing details to the event in this field. This is for informational purposes only. Select this checkbox only if you are disputing this charge. The disputed charge will still be paid. It is the responsibility of the cardholder to obtain a credit from the vendor. Distribution This is the default chartfield string requested by the cardholder. The cardholder may make changes to any of the chartfields during the ProCard/GoCard reconciliation. bpg_procard_gocard_recon/ch Page 6

7 Create a Split Distribution: 10. Scroll down to the Distribution section of the appropriate transaction. 11. Click the + (plus) icon on the distribution line. Note: To delete a line, click (minus) icon. A second distribution row 12. To view all lines of the split distribution, click the View All hyperlink. 13. Enter the correct Chartfields for the second distribution. Note: Sum of Distribution Amount has to equal the Merchandise Amount. 14. Click the Save button. bpg_procard_gocard_recon/ch Page 7

8 Section 2: Print ProCard/GoCard Statement Report This section demonstrates how to print your ProCard/GoCard Statement Report. Both cardholders and their Approving Officials must sign the ProCard Statement Report and submit all documentation to Accounts Payable. The ProCard Adjustment page 15. Click the Printer icon. 16. Click the Process Monitor hyperlink. The Process List page 17. Click the Refresh button every few seconds until: Run Status is Success. Distribution Status is Posted. 18. Click the Details hyperlink. The Process Detail page 19. Click the View Log/Trace hyperlink. bpg_procard_gocard_recon/ch Page 8

9 The File List page 20. Click the PDF document hyperlink. The ProCard Statement Report 21. To print the report, navigate to File > Print in the menu or click the Print icon on the toolbar, then click OK. Note: After the report is printed, both cardholders and their Approving Officials must review and sign the ProCard/GoCard Statement Report. Submit all documentation to Accounts Payable, Zip There are minor distinctions between the ProCard and the GoCard Statement Report. On ProCard, Origin is USB, and the footer reads,...us Bank ProCard... On GoCard, Origin is UST, and the footer reads,...us Bank Travel Card... bpg_procard_gocard_recon/ch Page 9

10 Section 3: View ProCard/GoCard History and Print Statement This section demonstrates how to view your historical ProCard/GoCard information and how to print the Statement Report. The Common Finance System (CFS) Main Menu 1. Navigate to CSU ProCard > Use & Inquiry > ProCard Completed Inquiry. The ProCard Completed Inquiry page 2. Enter criteria: Business Unit: Enter SJ000. Origin: Enter USB for ProCard or UST for GoCard. Last Name: Enter cardholder s Last Name. First Name: Enter cardholder s First Name (Optional). Invoice Number: If you re looking for a specific month, enter the correct Invoice Number (Optional). Note: Invoice numbering is formatted as follows: PC (ProCard) MM (month) YY (year of billing statement) 4 digits (sequential number) 3. Click the Search button. bpg_procard_gocard_recon/ch Page 10

11 The Search Results page 4. To select a transaction, click the appropriate hyperlink. The ProCard Completed Inquiry Page 5. To see all transactions for the billing cycle, click the View All hyperlink. Print Statement: 6. To print your ProCard/GoCard statement, click the printer icon. bpg_procard_gocard_recon/ch Page 11

12 7. Click the Process Monitor hyperlink. The Process List page 8. Click the Refresh button every few seconds until: Run Status is Success. Distribution Status is Posted. 9. Click the Details hyperlink. The Process Detail page 10. Click the View Log/Trace hyperlink. bpg_procard_gocard_recon/ch Page 12

13 The File List 11. Click the PDF document hyperlink. The ProCard Statement 12. To print the statement, navigate to File > Print in the menu or click the Print icon on the toolbar, and then click OK. Note: After the report is printed, manually write the description for each transaction, if necessary. Both cardholders and their Approving Officials must sign the ProCard/GoCard Statement Report, and submit all documentation to Accounts Payable, Zip There are minor distinctions between the ProCard and the GoCard Statement Report. On ProCard, Origin is USB, and the footer reads,...us Bank ProCard... On GoCard, Origin is UST, and the footer reads,...us Bank Travel Card... bpg_procard_gocard_recon/ch Page 13

14 Completed Reconciliation After the online reconciliation is completed in CFS, the statement is to be printed out, signed by Cardholder, and receipts attached to it. Receipts should be on an 8.5 x 11 piece of paper and organized in the order the charges appear in the statement. Completed package is to be reviewed and signed by the Approving Official before submitting it to the Accounts Payable Office. Contacts Questions pertaining to the ProCard or GoCard Program should be directed to the Program Coordinators: ProCard Coordinator- Sara Tipton at [email protected] or GoCard Coordinator- Maggie DeLa Mere at [email protected] or Resources ProCard Program Policies & Procedures GoCard Program Policies & Procedures Hospitality Guide Hospitality expense such as gifts and catering are allowed for purchase with the ProCard if they directly relate to, or associated with, the active conduct of official SJSU business. Before making a hospitality related purchase, refer to guide for list of allowable hospitality expenses based on type of Fund usedhttp:// Travel Guide Before using the GoCard to pre-pay travel arrangements, refer to this guide for reference to help faculty and staff plan, account for and be reimbursed for official university business travel. Forms Certification of Receipt of Goods Used if itemized receipt is misplaced or missing. Hospitality Expense Justification Form is to be completed and included in ProCard reconciliation submission for any hospitality expense. ProCard Application Used by university employee to request a new, update existing, or delete ProCard account. bpg_procard_gocard_recon/ch Page 14

15 GoCard Application Used by university employee to request a new, update existing, or delete GoCard account bpg_procard_gocard_recon/ch Page 15