Web P-Card Training February 2016

1. Web P-Card Training February 2016

2. Overview The SUNY Financials Web Procurement Card application is used to manage the regular operations of SUNY’s Procurement Card program. The system gives cardholders, department managers, A/P officers, and program administrators the ability to: • Reconcile and certify transaction statements • Maintain and view data on cardholders and the department hierarchy

3. User Security Roles Security roles are managed by our campus Security Administrator, Kelly Ferguson, Director - IFR Recharge Accounting Cardholders can: • View their own statements • Change their individual transactions & default accounts based on their own security • Certify on their own behalf

4. Initial User Setup (Page 1 of 2) The Web Procurement Card application can be accessed via the SUNY Employee Service Portal. Logon to www.suny.edu • On the bottom left click on “Click for More” • Click on “SUNY Portal” • Under “Your Campus” select Buffalo State • Enter your NT Username & Password • At the SUNY Employee Services website - Click on “Business Systems Applications” tab - Click on “Finance & Management System” link Welcome to SUNY Financials!

5. Initial User Setup (Page 2 of 2) • Access the P-Card system via the Finance tab • Verify your information & set up any applicable preferences • Your SUNY ID is your SUNY HR Person ID and your SCSO ID is your Legacy ID • Use the General Settings section to select a home page • Current cardholders have the ability to change their default account • Cardholders can choose to receive automated notifications from the P-Card system • Future changes can be made to any of the settings by returning to the “Your Settings” link located at the top right of the page

6. Cardholder Functions (Page 1 of 2) It is the responsibility of the cardholder to review their statement transactions and divide expenditures for their transactions between approved departmental accounts. • Click on “Cardholder Statement” via the Finance dropdown to review all transactions • Select a billing cycle • View detailed transaction information by clicking the “Edit” button • Click on “Edit Funding” to make any changes in regards to funding • Confirm matching transaction amounts & funding amounts • Click “Certify”

7. Cardholder Functions (Page 2 of 2) • Read and accept the disclaimer • Add any necessary comments and click “Certify” again • “Certified Statement Successfully” will appear at the top of the page. If any changes are needed before the statement is certified by the campus, click “Uncertify” to undo the certification and make any necessary changes. • Certification is now complete • Print one copy of this screen • Reconciliation/certification page MUST be signed by both the cardholder and his/her supervisor • Forward all original paperwork i.e. Citibank summary statement, reconciliation paperwork with all procurement card order forms and original receipts to Bonnie McKay, Accounts Payable and Travel Services, CLEV 414

8. Monthly Account Reminders • Promptly read e-mails from Citibank & the Corporate Card Administrator regarding your P-Card account • Once notified on or about the 7thof each month, go online to review, print, and reconcile your bank statement https://home.cards.citidirect.com/CommercialCard/Cards.html?classic=2 • Complete an additional reconciliation through the SUNY Employees Services Web Portal www.suny.edu • After internal audit approval – retain all originals in a secure place for 6 years plus the current year in case of an external (NYS) audit at any given time

9. Notify Corporate Card Administrator If… • You feel your card has been compromised • You leave the college or your department • Your card was lost or stolen • Your contact information changes (name, address, phone, e-mail, etc) • You need to change the default account number • You want to add an alternative account number

10. How to Obtain a Procurement Card? Visit Accounts Payable – Citibank Corporate Cards to obtain an application http://accountspayable.buffalostate.edu/forms-and-links OR Contact Corporate Card Administrator – Bonnie McKay mckaybj@buffalostate.edu CLEV HALL 406 x4113