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ESP Tutorial for Cardholder Managers

ESP Tutorial for Cardholder Managers. Information, Support, & Requirements. This tutorial will cover the following:. Requirements to use a P-Card SunTrust’s Enterprise Spend Platform (ESP) Accountability for P-Card Transactions Signing into ESP

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ESP Tutorial for Cardholder Managers

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  1. ESP Tutorial for Cardholder Managers Information, Support, & Requirements

  2. This tutorial will cover the following: • Requirements to use a P-Card • SunTrust’s Enterprise Spend Platform (ESP) • Accountability for P-Card Transactions • Signing into ESP • Instructions for approving P-Card transactions by a Cardholder Manager

  3. Requirements to use a P-Card • Mandatory completion of P-Card Online Training • Signed Online Training Completion and SunTrust Cardholder Agreement Forms must be turned in to the P-Card Manager • Classroom training is not required, but will be available at various times throughout the year.

  4. Enterprise Spend Platform (ESP) At this time, TCS will only be using Statement Manager & Transaction Manager modules.

  5. Principal or Department Director=Cardholder Manager

  6. Cardholder Manager’s Main Duties • Approve P-Card Coordinators & Cardholders • Approve all P-Card transactions in the SunTrust ESP system • Responsible for all aspects of the P-Card program in the absence of a P-Card Coordinator • Notify the P-Card Manager of any changes in the P-Card Coordinator • Ensure timely adherence to program dates

  7. The new P-Card program is designed with a dual-approval workflow process for accountability purposes.Cardholder Managers are required to approve all P-Card transactions online.

  8. Signing into SunTrust ESP • You will receive 2 e-mails from SunTrust Bank containing your Username & Password • Access the internet • Go to the SunTrust ESP website: https://esp.suntrust.com

  9. At this point, please save this website in your Favorites for faster access.

  10. Hint: Your SunTrust Username is the same username used to login to the TCS Email. Enter your TCS E-mail Address, Username and Password and click Log In to access your P-Card account(s)

  11. The SunTrust ESP system will disable your profile after 3 unsuccessful attempts to login. If this happens, please contact the P-Card Manager for assistance.

  12. Landing Page Information • The P-Card(s) are mapped to your profile by the P-Card Manager • Schools will have at least 2 P-Cards and be tied to several budget codes • Most Departments & Individuals will have at least 1 P-Card which may be tied to several budget codes

  13. ESP Landing Page The Main Menu section shows the ESP modules that are allowed under your profile. Announcements Section: NOTE: A message may appear here from the P-Card Manager or SunTrust providing direction or useful information. If a message is displayed here, please review it prior to proceeding further.

  14. ESP Landing Page The My Accounts section provides you with a summary of the P-Card(s) mapped to your ESP profile and related card information like how much is currently remaining on your cards and how much has been spent in the current period. The Profile Menu gives you access to your features and functionality like changing your password or logging out of the program.

  15. ESP Landing Page The Card Expenses section lets you know the number of transactions needing to be coded and approved. The Transactions section shows the progress of the transactions in the processing workflow. It’s like a dashboard for transactions.

  16. ESP Landing Page This section is where your P-card statements will be printed. Paper statements will not be issued.

  17. Instructions for approving transactions by the Cardholder Manager

  18. Step 1:Click on “Approvals” in the Main Menu.

  19. Step 2:Click on the Period for transactions needing approval.

  20. The Cardholder Manager should see a Green Checkmark. Step 3:Click on the Red Exclamation Point.

  21. Step 4:Click “Approved”.

  22. Step 5:Click “Save”.

  23. Click “Home” on the Menu and repeat steps for additional transactions.

  24. The transaction now shows in the “Approved” section with 2 Green Checkmarks. The process is not complete until you have both green checkmarks.

  25. If the Cardholder Manager does not need more information on transactions, the options to “Approve Selected Items” or “Approve All” are available.

  26. Items to Remember • All transaction information must be entered before approving the transactions • All properly approved transactions must have 2 green checkmarks • The “Approved Selected Items” or “Approve All” options may be used if no comments are needed by the P-Card Coordinator or Cardholder Manager • Transactions go to the Cardholder Manager once approved by the P-Card Coordinator • Be sure all transactions have been approved by the Cycle Lock date

  27. Items to Remember • All documentation is kept at the school by the P-Card Coordinator for 3 years • Do not give any person your username and password to the ESP system • Contact the P-Card Manager or SunTrust Customer Service with any problems • P-Card Manager will make surprise visits to schools and departments

  28. Congratulations!!!You have completed Cardholder Manager’s ESP Tutorial

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