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Procurement card transactions in FIS

Procurement card transactions in FIS. Procurement card transactions as RP FIS documents for processing & approvals in AISystem. Agenda. Introductions & Logistics FIS Document RP Overview & demo Implementation dates Policy, procedures, Q&A session with Procard Administrators SPA.

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Procurement card transactions in FIS

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  1. Procurement card transactions in FIS Procurement card transactions as RP FIS documents for processing & approvals in AISystem

  2. Agenda • Introductions & Logistics • FIS Document RP • Overview & demo • Implementation dates • Policy, procedures, Q&A session with • Procard Administrators • SPA

  3. RP – Remote Purchase • Overview of new process • Receive a daily transaction file directly from Visa • Build FIS document with card transaction details: doc code RP – doc types JP (JPMorgan Chase) and CM (Commerce) • Set up in Sent status for processing and further approvals similar to AP Invoice and ID (Barnes) documents • Why doc code RP? • Existing transaction code for JPMorgan Chase card transactions

  4. FIS functionality • Doc Inquiry • PDF Print from Doc Inquiry • Document Print • FIS > Documents > Remote Purchase • Auto and Change options • FIS > Approve Documents • Approvals / Disapprovals / Hold / Monthly sweep • FIS > Account Inquiry • Budget Summary, Pending Transactions, Transaction List • Ability to drill down to document

  5. FIS Functionality • Worklist entry for Incomplete, Disapproved documents • AIS home page message board for Sent RP documents • Stale documents – 14 days • Cardholder notes or reviewer notes field is required • Trail docs • Overdraft checking, budget grouping concepts • No “reject” option • No proportional distribution – but % and amt split allowed • Fund end date edits, regular FIS account edits apply – all new funds and accounts available immediately without having to call Procard Admin as long as your RP security allows it.

  6. FIS Approval routing rules • SPA A05-A08; A20-A22 • Based on fund codes • No auto approvals or disapprovals • Asset Office A18 • LC ≠ 52 and SC-Obj = 64XX / 70XX / 71XX / 3419 / 62XX / 63XX except 6378 • Tax Office A1004A • Merchant Country is not USA & Amount is over $100 and SC-Obj = 3533 / 3538 / 3588 / 3417 / 3565 • Social Expense Dean’s Level • Same rules and limits as the rest of the FIS documents • International travel 3602 does not route for Dean’s level approval on RP documents

  7. FIS Security • RP Entry role • Equivalent to the “reviewer” role in PaymentNet • Can allocate accounts • Can route for approvals • Can add trail docs • Can save as is • Can add reviewer notes • Includes Document Inquiry security • Access by department – can review and allocate for ALL cards in the department

  8. S&P Security Form – RP Entry

  9. FIS Security • RP Approver role • Need to have separate RP approval security – existing FIS approval security does not apply to RP documents • Document approval limits apply • Cannot approve transactions from the procurement card under your name • Can approve other card transactions from your department • No separation of duties except for your own card transactions (cannot approve but can still review and allocate)

  10. S&P Security Form - Approval

  11. FIS Security • RP Cardholder role • For cardholders to enter notes and travel details only. • Cannot allocate accounts • Cannot route for approvals • Cannot add trail docs • Cannot save as is • Cannot view others’ card details from same department • Cannot review or add notes after the transaction is complete (may change in later phases) • Doc status does not change • Does not include Document Inquiry option • Provided ONLY to those cardholders who add notes

  12. Card Usage Policy & Procedures • Card usage policies and procedures do not change • Cancels / disputes / fraud charges • Procard Administrators • Carrie Slama –935-8640 • Sherri Whaley (Kerley) –935-5711

  13. Production Implementation • JPMorgan Chase transactions will be available as FIS documents beginning Tuesday Sep 24 • No security forms to be completed for existing active users • Sweep of unapproved transactions will be consistent with current process. First sweep in FIS will be in November. • Attaching imaged supporting documentation is NOT available. It is a current project and this functionality will be coming in the future.

  14. Summary • Transactions dated Aug 22-Sept 20 will be reviewed and approved in PaymentNet. October 4 is the final sweep from PaymentNet. • Transactions dated Sept 21 and after will be reviewed and approved in FIS starting on Tuesday, Sept 24.

  15. Demo • RP Entry login • Approver login • Cardholder login

  16. Q & A session

  17. Sample transactions

  18. Charges on SPA funds

  19. Charges on SPA funds

  20. Charges on SPA funds

  21. Sample transactions

  22. Sample transactions

  23. Sample transactions

  24. Sample transactions

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