NSE Project End User Training

1. NSE Project End User Training Tcard Reconciliation and Processing Lecture Session Notes October 2007 Version 2

2. Agenda / Contents • Business Process Overview Slide 3 • Tcard Reconciliation: Slide 9 • Simple transaction • FBT applicable transactions • Splitting Lines • Budget Checking Slide 21 • Printing Statements Slide 22 • Disputes Slide 24 • Email messages Slide 27 • Reconciliation and Checking Options Slide 28 • Next steps Slide 32 2

3. Business Process Overview Finance AP Load Statements into NS Finance If not, do I dispute the transaction? Reconciler Cardholder or nominated proxy NS Finance Tcard Module Are these my transactions? Validate transactions Transaction description in Comments Business Purpose Expense Type – account code defaults Other chartfields GST code – defaults FBT calculation Reconcile transactions We’ll show you how to do these tasks! Budget Check transactions • All transactions must be: • Approved or Closed • Valid budget check • Valid combination edit At end of statement period: Print Statement 3

4. Business Process Overview At end of statement period: Print Statement Do I need FBT Declarations or Travel Diaries? Cheque for private use Cardholder Manual Step Attach receipts etc to statement Expenses in statement are correct Expenses for UNSW business and within policy Cheque attached for private use All receipts and tax invoices attached Travel diary where required FBT declaration where required Check and Sign statement 4

5. Approve? Business Process Overview Cardholder Manual Step This could include: Journal entry to correct coding Repayment of personal spend Take statement to your supervisor or manager Take corrective action Check statement and receipts Document reasons on statement Identify transactions with issues Cardholder Supervisor Manual Step N Send statement and receipts to Finance AP in special purpose blue envelope Y Sign statement 5

6. Business Process Overview Finance AP Full compliance check of sample of statements Tax audit Signature verification Check and file statements: Signed? Receipts? Cardholder Supervisor Manual Step Send statement and receipts to Finance AP in special purpose blue envelope Only send statements when fully reconciled and documented If you cannot complete reconciliation advise aphelp@unsw.edu.au that you are holding the statement until complete 6

7. Due Dates • Reconcile within 14 days of end of statement period • Statements and receipts etc must be received by Finance AP within 21 days of end of statement period • If not reconciled within 35 days of the end of the statement period the card will be suspended • If you have a problem let aphelp@unsw.edu.au know 7

8. Approve? Business Process Overview Full compliance check of sample of statements Finance AP Load Statements into NS Finance Check and file statements Reconciler Cardholder or nominated proxy NS Finance Tcard Module Validate transactions Transaction description Business Purpose Expense Type – account code defaults Other chartfields GST code – defaults FBT calculation Reconcile transactions Budget Check transactions At end of statement period: Print Statement Cardholder Manual Attach receipts etc to statement This could include: Journal entry to correct coding Repayment of personal spend Sign statement Take corrective action Check statement and receipts Cardholder Supervisor Manual N Document reasons on statement Identify transactions with issues Y Send statement and receipts to Finance AP in special purpose blue envelope Sign statement 8

9. Tcard Reconciliation Menu Path: Purchasing > Travel Card > Reconcile > Reconcile Statement Hmm, the menu name has changed 9

10. Tcard Reconciliation Please ensure you select the cardholder to process by selecting the EmplID. If you leave the employee blank you may find budget checking is very slow. 10

11. Tcard Reconciliation Look at this, the layout is simpler Hmm, these are new Hint: Click the check box for the line you want to reconcile Work from left to right across page for each transaction 11

12. Business Purpose/Expense Type • Select the business purpose that best represents the transaction • Select the expense type 12

13. Line Comments For disputed transactions: Include the reason for the dispute in the Line Comments These are the same as before Hint: the more detail you provide the better the information the system can provide 13

14. Distribution Account Code Defaults from Expense Type We can default other chartfields Hint: 1. Use SpeedChart to enter Fund, Dept and Project 2. Always check defaults and hit OK 14

15. GST GST will default based on currency and Expense Type. This transaction is in USD and FRAO has defaulted Even though GST defaults check that the GST is correct for the transaction 15

16. FBT FBT wizard will appear for all FBT applicable expense types. This will do the calculation, but you still need the raw information about the transaction , ie be able to answer the questions 16

17. Splitting Lines • Split lines when transaction contains: • Multiple GST treatments such as a supermarket docket • Personal expenses as well as UNSW expenses • No need to split lines for multiple departments, funds or projects, split distribution instead 17

18. Splitting Distributions • Split distribution when transaction is to be charged to more than one combination of chartfields • Use + at end of line • Nominate number of lines to insert • FBT needs to be recalculated manually if distribution needs to split Note: all lines must have same GST code 18

19. Splitting Distributions 1 2 • Change amount or percent • Click + button • Select number of lines to insert 3 19

20. Splitting Distributions 4 5 4. Check amounts 5. Enter required chartfields 20

21. Budget Checking Status must be verified or approved Budget check single or multiple lines Budget check on save option 21

22. Printing Statement Menu Path: Purchasing > Travel Card > Reports > Print Tcard Statement Hint: Statements can be printed at any time. They provide a good record of transactions 22

23. Printing Statement • Select cardholder • Select billing date of statement to print 23

24. Disputes 24

25. Disputes Remember to include reason for dispute on line comments Transaction marked as disputed on statement Finance AP will notify Westpac 25

26. Disputes When a credit is received for a disputed transaction update the credit received checkbox on disputes page Hint: to access closed transactions use Statement Status of Closed when searching for the statement 26

27. Email Messages The following emails may be issued after a certain number of days after the end of the statement period: 7 days: Reminder that transactions need to be reconciled 14 days: Reminder that reconciliation is now due 21 days: Reconciliation overdue 28 days: Suspension is now imminent – your manager gets this one! 35 days: Card suspended – your manager gets this one too! Remember, if there is a problem with the reconciliation advise aphelp@unsw.edu.au that you are holding the statement. The 21, 28 and 35 day emails will not be sent and your card will not be suspended 27

28. Reconciliation & Checking Options This is new! Option 1: Reconcile and Verify Reconciliation by cardholder or proxy Transaction checked and verified by second person Option 2: Full Reconciliation Reconciliation by cardholder or proxy No checking prior to statement print This what we are doing now 28

29. Reconciliation & Checking Options Option 1: Reconcile and Verify Reconciler – cardholder or proxy Checker Verified Valid Approved Staged Verified Reconcile transactions Budget Check transactions Check or verify transactions This is the new option! To change to this option contact aphelp@unsw.edu.au 29

30. Reconciliation & Checking Options Option 2: Full Reconciliation Reconciler – cardholder or proxy Approved Valid Approved Staged Budget Check transactions Reconcile transactions This will continue until you tell us otherwise 30

31. Sending Statements to Finance AP • Use the blue envelope • If you cannot finalise a statement please contact aphelp@unsw.edu.au or extension 53356 and they will record that you are holding the statement 31

32. Next Steps • Undertake Tcard UPK course - now available • Classroom courses now available if you feel you need more training • NS Finance has now been updated • All card transactions will be processed the new way • November statement is the first to be sent to Finance (in early December) 32