GRAM CREDIT CARD SYSTEM

GRAM CREDIT CARD SYSTEM APPROVER GUIDE SECTIONS/Contents 1. SYSTEM INFORMATION Login/Logout (page 2) Forgot Password Reset (page 3) Challenge/Security Question Reset (page 3) Logout Warning (page 3) 2. APPROVAL PROCESS Email Notification (page 4) User Role (page 4) Open Expense Report to Review (page 5) Review Receipts (page 6) Review Transaction Allocations (pages 6-8) Approve Expense Report (page 8) Reject Expense Report (page 9) Temporary Reassignment of Approver (page 9) 3. DUE DATES & PROCESS INFO Monthly Due Dates (page 9) Weekly Process (page 9) Questions: bmc_creditcard@brynmawr.edu BMC Webpage: http://www.brynmawr.edu/controller/facstaff.html#creditcard Administered by the Controller s Office Last Updated January, 2015

SECTION 1: SYSTEM INFORMATION Login/Logout 1-1. To login go to the Controller s Office Credit Card Program Information webpage or from the Controller s Office main webpage (www.brynmawr.edu/controller/) click Credit Card Program under For Faculty and Staff. 1-2. Click on GRAM Credit Card System link. a. In the User ID field enter the College s user ID you were told to use the first time you logged in. b. In the Password/Passcode field enter your previously chosen password. c. Click. The system will prompt you to change your password every 60 days. Bookmark GRAM login webpage on your web browser to navigate to login screen in the future. Save to your Bookmarks Menu or Bookmarks Toolbar (example shown). d. Enter answer (masked) to question asked (3 questions/answers chosen during first time login) then click e. You will be on your GRAM Home page. To Logout, click located in top right corner of screen. 2

Forgot Password Reset 1-3. If you forget your Password, click on Forgot Password/PIN? Enter your User ID and click. 1-4. For bank security reasons, choose your security question and enter the answer then click. 1-5. An email will be sent to you with a temporary password. Enter the temporary password in the Password/Passcode field on initial login page. 1-6. Next to Current Password enter the temporary password. Enter your new password twice then click. You will be on your GRAM Home page. Challenge/Security Question Reset 1-7. Send an email to bmc_creditcard@brynmawr.edu requesting a question reset. Only an Administrator can reset your user account if it has been locked due to incorrect answers to questions. To reset your password follow steps on page 3. An Administrator will email you when this has been reset. Logout Warning 1-8. After 15 minutes of inactivity you will receive the following warning. Click to reset time. 3

SECTION 2: APPROVAL PROCESS Email Notification 2-1. After allocator submits an Expense Report, approver for that cardholder will receive an email from Online Reporting. Click on link in email. 2-2. Login to GRAM following steps on page 2. User Role 2-3. You may have more than one User Role (i.e., if you are an approver and a cardholder you would have two User Roles). Approvers can also have more than one Level Manager Role depending on how many areas they are the approver for. If you have more than one User Role you will see User Role on the Home page. Your Home page is based on the role chosen. 2-4. To change your User Role, click on drop down and choose a Level Manager role. 2-5. Your Home page will reload for that role. In the example below you can see that the menu options available have changed. 4

Open Expense Report to Review 2-6. Expense Reports waiting for your approval will be listed in the REVIEW REQUIRED section of Home page. If there are multiple reports click on to see entire list. 2-7. To review Expense Report click on Expense Report name. If there is a transaction marked as personal there will be a yellow dot to left of Expense Report name. 2-8. You will be on the step for Expense Report. Review for any out of policy messages. 5

Review Receipts 2-9. Click in bottom right corner of screen. The following window will appear, click to view in browser window or to view as a PDF file. 2-10. Attached file will open in another window. 2-11. Review receipts file for completeness and appropriateness. a. There should be a receipt for each transaction or an explanation provided why there is no receipt. b. Appropriate business expenses must be both ordinary and necessary and be directly connected with or related to the cardholder s job duties. See page 2 of Expense and Reimbursement Policy. c. If there was a personal expense, the check payable to Bryn Mawr College and the completed CC Reimbursement Deposit Form provided by the cardholder should also be included in the attached file. If it is not included you should reject the Expense Report. Please Note: It is a violation of College policy to use the BMC College credit card for personal purchases. d. File may also contain the cardholder s statement which should list the same transactions you see. e. Minimize (If you want to look at receipts when you Review Transaction Allocations) or close receipts file then click to close view receipt window. Review Transaction Allocations 2-12. Click. 6

2-13. Click. 2-14. In ACCOUNTING CODES INFORMATION section review Expense Description and Fund-Account Code- Department-Project for each transaction that is not a split. If there are no split transactions skip to step 2-21 on page 8. 2-15. To review the Fund-Account Code-Department-Project on split transactions click. 2-16. You will be on the Split Detail tab. Click. 2-17. Review Fund-Account Code-Department-Project for splits in ACCOUNTING CODES INFORMATION section. 7

2-18. When Finished reviewing split transaction, click breadcrumb to return to the Expense Report. 2-19. Click then repeat steps 2-15 to 2-18 for each split transaction. 2-20. When finished review of last split transaction, click breadcrumb to return to Review step. 2-21. When finished reviewing non split transactions, click or in bottom right corner of screen. Approve Expense Report 2-22. On screen, click in bottom right corner of screen. 2-23. The following window will appear, click. 2-24. Click to return to Home page. Repeat SECTION 2: APPROVAL PROCESS steps for each Expense Report in REVIEW REQUIRED section. 8

Reject Expense Report 2-25. Click in bottom right corner of screen. If you reject an Expense Report you will be required to enter the reason in the Comments box. The allocator will correct the Expense Report and re-submit for your approval. 2-26. The following window will appear, click. 2-27. Click to return to Home page. Repeat SECTION 2: APPROVAL PROCESS steps for each Expense Report in REVIEW REQUIRED section. Temporary Reassignment of Approver 2-28. If you will be both out of the office and unavailable to approve Expense Reports online for more than 10 business days, please email bmc_creditcard@brynmawr.edu requesting that an administrator temporarily reassign your approvals from X date to X date (beginning and ending dates). 2-29. An administrator will reassign your approvals to your manager (in most cases) and send an email to you and the temporary approver. The approvals will automatically reset back to the normal approver the day after the end date. SECTION 3: MONTHLY DUE DATES & PROCESS INFO Monthly Due Dates 3-1. Generally the due dates are as follows: 11th of the month - Cardholder's prior month receipts, descriptions and account numbers to allocator. 21st of the month - Allocator attaches file, allocates and submits Expense Report to approver electronically. 28th of the month - Approver reviews and approves Expense Report electronically. 3-2. During the summer months the due dates may vary for certain types of employees. To view specific due dates please see information on the Credit Card Program webpage. Weekly Process 3-3. Controller s Office will audit department approved Expense Reports and approve or reject. 3-4. Approved Expense Reports will be exported and posted in College s Accounts Payable system (Financial Edge). 3-5. Transactions will be charged against department/project budgets and included in records, queries and reports in Financial Edge only AFTER they are posted. 9