State of Connecticut Core-CT Project P-Card Processing 4 Hours

2. 2 Getting Started Welcome to the P-Card Processing course! Instructor introduction Participant introduction Training facility orientation Ground rules Parking Lot To participate in this course, you should have completed the following training: PeopleSoft Navigation Tutorial Accounts Payable Overview course

3. 3 Objectives In this training, you will learn to: Apply the new Purchasing and Accounts Payable processes that you learned about in the Overview course. We will specifically focus on the following processes: Create P-Card PO Reconcile P-Card Statement and Review Stage and Build Voucher Use Core-CT as a tool in supporting the processes Utilize Core-CT functionality to maximize your efficiency

4. 4 Agenda

5. 5 Training Tools In this training session, we use tools created specifically for this course. Presentation We use a PowerPoint presentation to guide us through our discussion of processes and key points related to using Core-CT Exercises We developed exercises that enable you to practice the skills you learn in each module Training Database The functionality in our database mirrors the Core-CT production environment closely, though some changes will likely be made prior to go-live Significant changes made after training will be communicated to you Data is loaded into the Core-CT training database to help you learn how to use Core-CT, not to reflect a specific agency�s transactions You can make mistakes and experiment without consequence

6. 6 Training Tools We also use a web-based help system during the class. This tool is available to you after go-live. Web Learning Assistant Web-based tool that provides help and detailed information for specific Core-CT job functions Contains: concepts, procedures, flows, job aids, and a glossary The WLA is your primary reference tool (Now and once Core-CT goes live) The WLA will evolve with Core-CT. As functionality changes, so will the content in the WLA

7. 7 Training Tools Job Aids are available to reinforce the information introduced in this course. Job Aids summarize key information and outline critical processes in Core-CT. General Job Aids Module Specific Job Aids Reporting Job Aids

8. 8 Core-CT Navigation Review of Core-CT Navigation Universal Navigation Header Activity: Log in and use the Universal Navigation Header to sign off Core-CT Left-Hand Navigation Menu Activity: Use the Left-Hand Navigation Menu to step through the various levels of the directory structure Page Tabs Activity: Use page tabs to move between pages within a component Links Activity: Use links to access and return from pages within a component

9. 9 Agenda

10. 10 Overview Procurement Cards play a major part in reducing the procurement load for Purchasing and Payables. Information is passed between the bank, P-Card Vendor, DAS P-Card Administrator, and eachP-Card Coordinator to successfully complete the process. It has many advantages including: P-Card payments are NOT consolidated by OSC. Each agency is responsible for making full payment, on one voucher, on-time, each month Offering individualized controls on transaction and amount limits by Cardholder* Allowing the State to make timely payments with distribution line details from bank statement files Providing standard reports and supplemental information based on setup and transaction data to aid in audit analysis

11. 11 P-Card Process Flow

12. 12 Agenda

13. 13 Overview A Purchase Order must be created by each Agency to encumber funds for P-Card expenditures: Any requisitions for P-Card purchases must be cancelled PO is created for the life of the contract The P-Card Vendor on contract is the PO Vendor Each category of P-Card purchase is created as its own PO line item

14. 14 Process Flow

15. 15 Key Points 1 line item / 1 schedule / 1 distribution line Distribution method is by amount Due date is the last day of the contract Must maintain the PO over the life of the contract (including PO rollover, change orders in new FYs, & encumbrances in each FY) At least $.01 must be left on each distribution line at end offiscal year for successful rollover

16. 16 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Create a P-Card PO WLA Path: Purchasing, Purchase Orders, Maintain Purchase Orders On your own, complete exercise #2 in your Exercise Packet Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

17. 17 Agenda

18. 18 Agenda

19. 19 Overview P-Card statements from staging tables must be loaded into transaction tables. The P-Card Coordinator or Cardholder reviews, edits, then approves each transaction on the statement. A voucher cannot be staged and built unless transactions are approved. This process involves four pages in Core-CT: Reconcile Statement � Bank Statement page enables you to review, manage, and approve loaded transactions Purchase Order Information page enables you to review or associate related purchase order to transactions Account Distribution page enables you to review and update distribution information by line for each cardholder

20. 20

21. 21 Process Flow

22. 22 Key Points When reconciling the P-Card Statement, remember that: All transactions must be associated with the P-Card PO. disputed transactions should be marked and the disputed amounts entered, but must be approved regardless of the dispute (they must be paid, then resolved outside the system) transactions may exist on the statement that relate to the current billing cycle or the next billing cycle (depending on the time of month).

23. 23 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Reconcile P-Card Statement WLA Path: Purchasing, Procurement Cards, Reconcile Cardholder Info, Reconcile Statement Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

24. 24 Agenda

25. 25 Overview The P-Card Coordinator is responsible for loading the statement transactions into the voucher staging tables, which consists of three pages: Voucher Stage page enables you to stage approved P-Card transactions into thevoucher staging tables Process Scheduler Request page enables you to run the Load Voucher Stage process Process List page enables you to ensure that the process ran successfully

26. 26 Process Flow

27. 27 Key Points When staging the voucher, remember that: this is not an automatic process and must be initiated Vouchers must be approved prior to staging the voucher Only one voucher is staged monthly for your P-Card payment(per Agency)

28. 28 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Load Voucher Staging Tables WLA Path: Purchasing, Procurement Cards, Process Statements, Load Voucher Stage Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance

29. 29 Agenda

30. 30 Overview The P-Card Coordinator is responsible for building the voucher, which consists of three pages: Voucher Batch Request page enables you to create a run control for the Voucher Build process Process Scheduler Request page enables you to run the Voucher Batch process Process List page enables you to ensure that the Voucher Batch process ran successfully

31. 31 Process Flow

32. 32 Key Points When building the voucher, remember that: this is not an automatic process and must be initiated the voucher must be staged prior to running Voucher Build only one voucher is built monthly for your P-Card payment (per Agency)

33. 33 Walk-through and Exercise Let�s log-in to Core-CT. First, we will walk-through the process together Scenario: Run Voucher Batch WLA Path: Accounts Payable*, Batch Processes, Vouchers, Batch Voucher Request Remember to utilize the Web Learning Assistant Raise your hand if you need any assistance * Note: this is the only P-Card WLA path that is in the Accounts Payable area

34. 34 Agenda

35. 35 Conclusion Wrapping Up P-Card Processing: Summary of Completed Course Objectives Overview of P-Card Process (agencies involved/duties) Create P-Card PO Reconcile P-Card Statement Stage and Build Voucher Final Questions

36. 36 Sandbox Goals/ Action Plan/Adjourn After this class, Central/Agency users can: Use the Sandbox environment to reinforce what you learned today. Use all of the exercises completed here in class as job aids in the Sandbox environment when you return to your agencies. Fill out the Action Plan sheet so the participants can plan when they will be utilizing the Sandbox and can make the commitment to do so. Complete the course evaluation forms. Wrap up and Adjourn the class. http://www.core-ct.state.ct.us/user/practice/Default.htm