Approval Process- Centresuite Account Manager. Montgomery College

Transcription

1 Centresuite Account Manager Approval Process- Montgomery College 2016 This guide illustrates the steps that should be taken to approve an expense report. This guide goes step by step and covers logging in, transaction review, unacceptable purchases and approving an expense report. It also provides a brief overview of several policies and procedures which are detailed in the Purchasing Card Program User s Guide. Montgomery College Procurement Office 9221 Corporate Blvd Rockville, MD 20850

2 2 Table of Contents Account Manager-Approval Process... 3 Record-keeping - Required Documents... 3 Important Timeframes... 3 Account Manager Roles... 3 Account Manager Mandatory Duties... 3 Supervisor Roles... 4 Supervisor Mandatory Duties... 4 STEP 1- CENTRESUITE-INITIAL LOGIN... 6 STEP 2-CENTRESUITE- REVIEWING EXPENSE REPORTS FOR APPROVAL... 9 Unacceptable Purchases Additional Notes Where to get help- Centresuite Assistance... 15

3 3 Account Manager-Approval Process Centresuite is a web tool offered by M&T Bank that is used to organize all P-Card transaction activity. It enables proper budget allocation and transaction activity review. The Monthly Reconciliation Process and proper record keeping are important to the integrity of this program. Failure to follow policies and procedures can result in P-Card suspension or termination. Electronically approved expense reports are due by the 10 th of the month. It serves as verification to Procurement and Accounts Payable that transactions have been review and authorized. Late submissions will result in spending limit reductions. Record-keeping - Required Documents Monthly expense report Transaction Log Original Receipts for all transactions Disputed transaction documentation (where applicable) Debarment status check result(grant-funded purchases only) Any relevant supporting documentation Important Timeframes Timeframe Event 10 th of the Month Approved Expense Reports Due Last day of the month End of the billing cycle 5 Years P-Card record keeping retention requirement Account Manager Roles Faculty/staff employee who is directly responsible for the fiscal management of one or more college accounts Responsible for maintaining budgetary control and for expenditures in his/her department The approver should be in a position of authority relative to the cardholder, or not directly supervised by the cardholder. Account Manager Mandatory Duties Pre-authorization and authorization of all P-Card expenditures Monthly expense report approval in Centresuite. Approved expense reports are due by the 10 th of every month for the previous month s transactions Ensure that the total P-Card expenditures do not exceed stated budget limits Edit P-Card budget account allocations, if necessary, to ensure that each transaction is posted to the accurate general ledger account in Banner

4 4 Supervisor Roles May or may not be the cardholder s approver(account Manager) Responsible for ensuring that all P-Card transactions are within acceptable use limits described in the P-Card User s Guide and that the purchasing activity offers overall support of the College mission. Supervisor Mandatory Duties Monthly review of all P-Card documents which include all transaction receipts, transaction log, and printed expense reports of each cardholder within their unit. Ensure compliance with P-Card policies and verify that Cardholders are maintaining adequate records. ***It is highly recommended that supervisors sign the cardholder transaction log as verification that transaction activity has been reviewed and is in compliance with the program guidelines. Hold cardholder personally responsible for non-compliance card use and notify the Procurement Office to discuss corrective action and prevention.

5 5 When a cardholder submits an expense report for your approval, you will receive an from notifications@centresuite.com like the one below. Sent: Thursday, April 11, :23 PM To: Doe, Jane Subject: Expense Report requires your approval Expense report {Feb2013-April112013} has been submitted from ELAINA SANO for your approval. Click the link below to logon and review this expense report. &Site=mtbank Note from submitter:

6 6 STEP 1- CENTRESUITE-INITIAL LOGIN

7 7 *Answers cannot contain special characters (such as $, %, or &), punctuation, or consecutive spaces. *Answers cannot start with a space, end with a space, or consist of only spaces. *Answers to different questions cannot be identical.

8 Create a new password and hint. New password must contain : *At least 8 and no more than 25 characters **At least 1 lowercase alpha character(s) (a-z) ***At least 1 uppercase alpha character(s)(a-z) ****At least 1 number character(s)(0-9) *****Password cannot contain % * [] \/# space & <> Hint length must be from 5 to 100 characters. 8

9 9 STEP 2-CENTRESUITE- REVIEWING EXPENSE REPORTS FOR APPROVAL You will see the home page immediately after you log in. Look for Procurement P- Card news and CentreSuite information on this page next to the bank icon. You can also click on the bank icon in the upper right corner of your screen to access bank messages. To approve expense reports, click on For Your Approval

10 10 A list of expense reports will be noted under the tab, Expense Reports. Click on the ellipsis to view expense report transactions and allocations. If an Expense Report has a paper icon with lines in the Receipt column, the report has one or more digital receipts attached.

11 11 NOTE: If an expense report is rejected, the transactions that appear in the expense report will have an unallocated status. All P-card transactions must be allocated to a Banner budget account every billing cycle. Unauthorized Purchased, Unacceptable Purchases, Personal Purchases Corrective Action 1) Approver must approve the expense report with an explanation note detailing the unauthorized or unacceptable transaction 2) A similar note should be kept as documentation for the cardholder s P-card records. 3) Approver should request cardholder reimbursement A) Cardholder returns the items for credit. *The credit should be allocated to the same budget as the original transaction. B) Cardholder reimburses the College. *Contact the Procurement department for reimbursement procedures 4) Notify the Procurement department of the questionable transaction and the corrective action taken. *Procurement dept. may also determine that additional corrective action is necessary. *P-Card misuse and abuse can be considered a misappropriation of College funds and can result in card suspension, card cancellation, and termination of employment.

12 12 Unacceptable Purchases Gifts/Non-College related business Gift cards, gift certificates, or cash cards (credit cards that are used like cash) Gifts of sentiment or employee-related events (ex. Flowers or gifts for Administrative Professionals Day, birthdays, retirement, bereavement, office parties, etc.) Gifts or giveaways for students and staff Other Capital Equipment Furniture Sponsorships Purchases delivered to non-college addresses Purchases not related to College business Radioactive and/or hazardous material Splitting of purchases to avoid or circumvent the $2,500 transaction limit Personal Uses Cash Advances Personal use(items/services for non-college related purposes) Tuition Reimbursement Refreshment/Food Alcoholic beverages Water Service and Delivery (Stand Alone Coolers) Services Annual Maintenance Contracts Capital Projects for Construction and Building Roads Consulting Services Items which require installation or assembly (Central Facilities cannot assume responsibility for the installation or assembly of any items purchased with the P-Card such as furniture, shelving, etc.) Equipment and space rentals Printing Services (Vistaprint,FedEx, Kinko s), Signs, Banners Service transactions (ex. Delivery, maintenance, office repairs or other types of services, unless otherwise specified) Technology Cell phones and/or service, cell phone enabled devices (IPhones, Droids, etc.) Computer hardware, software, and related components (Computers, tablets, printers, scanners, Ipads, Ipods, Kindles, etc.) Travel/Entertainment Gasoline Travel and entertainment expenses(this includes but not limited to: airfare, cabs, car rentals, boats, buses, trains, parking fees, road tolls, hotel/motel fees-including room rentals for conferences, meals in restaurants/hotels, show tickets, etc.) Traveler s checks The listing of acceptable and unacceptable uses may be modified from time to time at the sole discretion of the Office of Procurement. Exceptions to the list may be granted on an individual basis. For a complete listing please view the Purchasing Card Program User s Guide

13 13 Catering services for College-related business events Catering services from a restaurant or licensed catering company of choice is now an option. Chartwells is still an option, but you can select catering services outside of Chartwells. The $2,499 per transaction limit for food/catering services remains in place. Online requisitions are still required for food/catering requests of $2,500 or more. Units or departments who wish to utilize JR Caterers, a sub-contractor to Chartwells, must continue to go through Chartwells. External users of College facilities are still required to use Chartwells for all catering needs. The process for arranging for catering services is available at: %20Procedures%20August% pdf Once you have reviewed/edited the transactions, select Approve and Close. NOTE: An expense report may be rejected by an approver. When it is rejected it is returned to the cardholder for edits. The cardholder will receive an notification from CentreSuite indicating that the expense report was rejected. The transaction has already been posted to the cardholders account; therefore, it must be paid for by the College. If an approver feels that a transaction is not in line with the P-Card policy, they may request that the cardholder return the item to the vendor for a credit, or reimburse the College for the purchase.

14 14 When you return to your list of expense reports, you will notice that the one you approved has gone forward. It is now in a queue for final review by Accounts Payable staff. Continue approving expense reports until all are completed.

15 15 Additional Notes Regardless of the transaction status, all transactions need to be attached and submitted in an expense report. Make sure you use the site s back buttons and not the browser s back button. Log off the Centresuite site instead of closing your browser window. This will not log you off the site and if you try to access the site from another computer, you may be locked out. The system will require you to change your password every 90 days. New passwords cannot be the same as your last 12 passwords. Centresuite times out after 15 minutes of inactivity. Where to get help- Centresuite Assistance M&T Bank Customer Service, , when prompted please select option 4 Procurement website- From the homepage select For College Employees Purchasing Card Centresuite Lisa Dyer, Purchasing Card Coordinator, Cherree Adams, Purchasing Administrator,