Transactions Review Cardholder Guide

1. This file is set for custom animation. Please view as a slideshow only, or text will overlap. Transactions Review Cardholder Guide San Diego State University Procurement Card October 2006

2. Contents • General Purchasing Card Policies • Approval Process Timeline • Log In Procedures • Transactions Review Navigation • Reallocating Transactions • Updating the Description Field • Save and Approve Procedures • Splitting Transactions • Disputing Transactions • Creating Your Expense Log Report • Preparing Your Receipts • Helpful Tips For Transactions Review • Where To Find Help

3. General Purchasing Card Policies • Your card is for University business purposes only. • Do not lend your PCard to others for use. Keep your card in an accessible, but secure location. • You are responsible for providing original documentation and monthly statements (SAM Expense Log Reports) for timely reporting of all purchases (within 8 working days of 1st of Month). • Misuse of your card will result in disciplinary action as set forth by SDSU PCC Policies and Procedures.

4. Cardholders have monthly and single purchase limits. • Cardholder limits refresh each cycle. Your account cycles on the 22nd (or the next business day) of each month. • Merchants are not allowed to split your transactions. General Purchasing Card Policies

5. Your card should only be used for approved vendors, as outlined by SDSU Policies and Procedures. Please refer to SDSU’s Accounts Payable site at http://bfa.sdsu.edu/ap/index.htm for more detailed information. • Purchasing cards are not authorized for cash advances. • Personal charges are never permitted on your card. General Purchasing Card Policies

6. Approval Process Timeline • A charge is made with the PCard within the current cycle. • Your cycle ends on the 22nd (or next business day) of each month. • Cardholder and Approving Official have 5 business days after end of cycle to approve transactions online. • Cardholder logs into Transactions Review to approve and allocate transactions posted through the cycle end date of the current month. • After the deadline all purchases are sent to the General Ledger. Failure to approve transactions online within 5 working days of end of business cycle (22nd) will result in suspension of your PCard. 3 consecutive cycles will result in permanent closure. • The purchase is loaded into the Transactions Review system 24-72 hours from the transaction’s post date. Default accounting from the cardholder’s application is applied to the new line item.

7. Log in Procedures From your internet browser go to https://gesamservice.corpcard.com Enter your Database Name, “csu_sandiego”. Enter the last 8 digits of your PCard account number as your Logon ID. The first time you log in, your Password will also be the last 8 digits of your PCard account number. In the future Reset your own Password here or use Forgot Password to assist you in remembering your password. If you still cannot log in, contact sdanner@mail.sdsu.edu.

8. Log in Procedures Upon First Log In New Cardholders will be required to reset their Password, using this criteria. Verify that your current E-mail address is listed or input correct one. Enter your Old Password as the last 8 digits of your Pcard account number, then create and confirm a New Password, using the criteria listed above. Select a Challenge Question, then input the Response to be used if you forget your Password in the future.

9. Transaction Review Navigation • 1. Go Home, Access the Transaction Review screen, or Change Password/E-mail. • Find help or log out of the system. • Review important messages and helpful tips from Accounts Payable. • Access SDSU’s Accounts Payable site for Policies and Procedures. • In the future this area will indicate your compliance to SDSU’s PCard policies. 2 1 3 4 5 9 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

10. Transactions Review Navigation 6. Display Tab: Toggle between single line and double line display. 7. Dispute Tab: Initiates dispute process and provides dispute confirmation number. 8. Reports Tab: Create, save and print your Expense Log Report. 9. Search Tab: Search for a particular transaction within your account. 10. Next and Last Tabs: If reviewing more than 25 transactions, use these tabs to navigate between screens. 6 7 8 9 10 10 Transaction Review Cardholder Guide SDSU ProcurementCard October 2006

11. Account Fund Department ID Class Transaction Accounting Code Fields • Each transaction will automatically be assigned default accounting based upon cardholder information at time of account issuance. If your cardholder defaults must be changed for any reason, please contact SDSU Accounts Payable, Sharon Danner at 619-594-2915. 1 11 Transaction Review Cardholder Guide SDSU ProcurementCard October 2006

12. Account Fund Department ID Class Reallocating Accounting Codes • To reallocate a transaction using an accounting code different than the default, highlight and delete the default accounting code. • Click on the Gray box ( …) and search to view all valid codes and descriptions in the Transactions Review system. If you are unsure of the appropriate accounting code for a particular charge, please send an inquiry to sdanner@mail.sdsu.edu. 2 3 12 Transaction Review Cardholder Guide SDSU ProcurementCard October 2006

13. After Clicking on the “…” button, click the Find button to view all available accounting codes. You can narrow your search by entering an accounting code using operators such as “begins with” or “contains”. 4 Searching Accounting Fields 13 Transaction Review Cardholder Guide SDSU ProcurementCard October 2006

14. Double click on the accounting code you wish to use from the listing. The code you have selected will be automatically entered into the appropriate accounting field of the transaction. 5 Selecting Accounting Fields 14 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

15. Account Fund Department ID Class Updating The Description • If “Purchasing Card Item” or “Transaction Line Item” is listed in the Description field, you must enter a specific description of what was purchased. • Highlight and delete the generic description from the Description field, then enter a specific description of what was purchased. If there are numerous items under one transaction, simply list the three most costly items in the description field. • Use Additional Comments Section to add any information pertinent to the transaction. 1 15 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

16. Save and Approve Procedures • After you have made any changes to the Transaction Detail Record, click on the Save button. You will receive a message that states: “Changes have been saved”. Click OK. • Please Note: If you do not need to edit the Accounting or Description fields, the save box will remain grayed out. In this case, you may skip to step 2 of these procedures. (If the Save button is grayed out, but you have made changes, click anywhere outside of the field you last made changes to. The Save button will now be available.) 1 16 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

17. Save and Approve Procedures • Once you have saved your changes, click on the Approve box within the line item. 2 17 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

18. Account Fund Department ID Class Save and Approve Procedures • To undo your changes, click on the View Original button, then select “Revert to Original” from the options given. 3 18 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

19. Account Fund Department ID Class Splitting Transactions • To split a transaction two or more ways by amount or %, click on the “Split” button in the Transaction Detail Record. 1 19 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

20. You may change the Number of Splits to be made using the drop box. • Determine whether you would like the charge split by Percentage or Dollar Amount. • Click the “Save” button once you have completed your split charge set up. 2 3 4 Splitting Transactions 20 Transaction Review Cardholder Guide SDSU Procurement Card October 2006

21. Disputing Transactions 1. Select the Dispute Tab and a new window will open with the transaction info. 2. The new window prompts the dispute details to be entered. 3. By clicking submit, the database will provide a dispute confirmation number and initiate the dispute process with GE CPS.

22. Creating Your Expense Log Report Click on Reports and select Expense Log Report.

23. Creating Your Expense Log Report Enter the date range for the cycle you are reconciling (refer to reminder e-mail from Accounts Payable) and sort by post date using the dropdown menu. Click the Create Report button.

24. Creating Your Expense Log Report Print Expense Log Report, sign and attach all original receipts and submit to Accounts Payable.

25. Preparing Your Receipts • Ensure your receipts are legible and have a date and dollar amount. • Mail original receipts only after you have approved the items in Transactions Review. • Please do not send multiple copies of the same receipt. • Lost Receipts: Try to obtain a duplicate receipt from the supplier. If you are unable to obtain a duplicate receipt, complete the Lost Receipt Form. Send the completed Lost Receipt Form with your other receipts. • Tape small receipts to an 8 1/2 x 11 piece of paper prior to submitting to AP to avoid lost documentation.

26. Helpful Tips For Transactions Review • Log into Transactions Review to approve your charges on a frequent basis to prevent feeling overwhelmed at the end of the month. • Be sure to navigate using the “Next” and “Last” buttons within Transactions Review. Using the “Back” or “Forward” button on your browser may log you out of the system. • If an item is in dispute, you are still required to mark it as approved in Transactions Review. If a credit is issued as a result of your dispute, the credit will appear as a new line item for you to approve. You must approve the credit to the same accounting as the original debit.

27. Where To Find Help • The GE customer service number is printed on the back of your card. Representatives at this line will assist you with the following items: Declines, Lost/Stolen Cards, Disputed or Fraudulent Charges, Name/Address Changes. • Please direct all Transactions Review questions (passwords, navigation, etc.) to your PCard Administrator at sdanner@mail.sdsu.edu. • If you receive connectivity errors while using the Transactions Review system (excluding password and navigation issues), please contact the GE Help Desk at: 1-800-464-3603, Option 3 and also alert the PCard Administrator.