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Purchasing Card Reconciliation & Fiscal Officer Approval Supplemental Information

Purchasing Card Reconciliation & Fiscal Officer Approval Supplemental Information. PCard. PaymentNet

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Purchasing Card Reconciliation & Fiscal Officer Approval Supplemental Information

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  1. Purchasing Card Reconciliation & Fiscal Officer Approval Supplemental Information

  2. PCard • PaymentNet • Departments will use UAccess Financials and no longer use PaymentNet for reconciliation & approval. PCard transactions will post to the Action List of the Reconciler workgroup associated with each PCard. • Workflow/Approval • Reconciliation and Approvals are still mandatory. • There are 14 calendar days for this process • PCard transactions will continue to post to a group of assigned Reconcilers, but will no longer be routed to an Approver by cardholder, they will route to the Fiscal Officer of the account(s) the transaction was reconciled to. • Fiscal Officers will not see posted PCard transactions until they are routed for approval (after they are reconciled); However, Fiscal Officers will be able to create and run saved queries to locate pending PCard transactions for their department.

  3. PCard Workflow/Approval (Cont.) • Cardholders and Responsible Cardholders of Dept. PCards are still required to turn in all “original” receipts to the reconcilers in the workgroup. This process has not changed. Workflow (Fabrication) • PCard transactions will now route for approval to Property Management for fabrication expenses under $5,000 once the Fiscal Officer completes their approval process.

  4. PCard • Split Funding • PCard transactions can be split funded using any valid University account. Transactions must be split by dollar amount (not percent). • Return To Reconciler • Fiscal Officers have the ability to “return” a PCard transaction to the Reconciler(s) to make changes and then resubmit the document for Fiscal Officer approval. • Cardholder Notification • PCard transactions will post an ‘FYI’ to Cardholders in their Action List. Cardholders can mass delete ‘FYI’ notifications if desired.

  5. PCard • Pending GL Entries • PCard transactions will reflect as pending GL as soon as they post to UAccess Financials. • Use Tax • Use Tax will now encumber on PCard transactions as soon as they post to UAccess Financials. Changing Use Tax criteria on a PCard transaction will update the pending GL’s. Use Tax will continue to post as separate GL entries for easier reconciliation. • Documentation • PCard documentation will continue to be submitted centrally as today. A link to the scanned image will be available in UAccess Financials on the transaction once scanned by FSO. While all PCard transactions will be viewable by all departments, only users associated with a specific PCard transaction can link to the scanned image.

  6. PCard • Disputing Transactions • Disputes will no longer be process via the PaymentNet system. UAccess Financials will link within the Transactional document to a dispute form. • PCard Administration must be contacted and the situation discussed prior to initiating a dispute.

  7. PCard • Cardholder Information • Cardholder Information is available in UAccess Financials which includes PCard default information, limits and reconciler workgroup assignment. • The Cardholder Information is viewable by all departments. • Credit card numbers are masked to the last four digits.

  8. PCard • Reporting/Queries • Departments will use BI for reporting; UAccess Financials for basic queries. Many PaymentNet reports were mirrored/created in BI. • These Reports are located on the General Purchasing Card Dashboards • There are two tabs within this General Dashboard that contain reports. • Cardholder • Transactional

  9. PCard • Common Terms • Transaction Date = Date Merchant runs the PCard • Post Date= Date the Transaction Posts to bank • Create Date= Date the Transaction is loaded into UAccess Financials and e-doc is created (Starts the calendar on reconciliation and approval process) • Transaction ID= unique # associated with banking system for each purchase

  10. PCard Resources: • UPK Tutorials http://mosaic.arizona.edu/kuali_financial_system/training • SuperUser Listing http://mosaic.arizona.edu/fs-superusers • The 24/7 IT Support Center Call: Contact the 24/7 at 626-TECH (8324). • Additional Resources http://mosaic.arizona.edu/kuali_financial_system/go-live-support • PCard Policy Manual http://www.pacs.arizona.edu/pcard_policies_manual

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