CSU Purchase Card. ProMaster User Guide for Cardholders

Transcription

1 CSU Purchase Card ProMaster User Guide for Cardholders

2 is a sophisticated expense management software solution that Charles Sturt University has selected to meet its Purchase Card management needs. Table of Contents How do I log into ProMaster?... 3 When do I reconcile my Transactions?... 4 What do all the icons mean in ProMaster?... 5 What is the Home Page... 6 How do I know what Transactions need Reconciling?... 7 How do I look at a transaction?... 8 How do I Verify/Reconcile a Transaction?... 9 How do I attach scanned documents to a transaction? How do I make a change to a transaction after I have submitted it for approval? How do I cost a Transaction to more than one account code? How do I record Fringe Benefits Tax Transactions such as Catering consumed off campus? What do I do if I have misplaced supporting documentation for a Transaction? How do I Dispute a Transaction? How do I cancel a Disputed Transaction in the Merchant s favour? How do I resolve a Disputed Transaction in CSU s favour? What do I do if I use the card for a Private (non CSU related) Transaction? What do I do if the Approver queries my Transaction? How do I edit and submit a saved Transaction? How do I attach documentation to a Transaction that I have already reconciled? How do I assign a Delegate to reconcile my Transactions for me? A Cardholder has made me their Delegate, but I can t find their transactions What do I do if the Tax Type defaults in as the wrong type? What do I do if the GST in ProMaster doesn t match the GST on the invoice? What documentation do I need to support a transaction? What if the invoice is made out to an individual and there is no mention of CSU? What can I use the Purchase Card for? Can I use the Purchase Card for Travel? If I have a Conference to pay for, which card do I use? Why do I have to cross out half my card number when scanning my documents? My invoice is for under $82.50 what do I do? Can I attach an invoice, receipt or information after a transaction has posted? What do I do if the Merchant charges us to pay by Visa? Can I make notes for myself against a transaction? Purchase Card Contact Details: purchasecard@csu.edu.au For any issues related to the CSU Purchase Card and ProMaster please contact ext Purchase Card ProMaster User Guide for Cardholders Page 2 of 57

3 How do I log into ProMaster? Your ProMaster Log on and password is synchronised to your CSU Log on that is, it is the same. Click on the hyperlink [ and depending on what you have already done on your computer, you will be taken directly into ProMaster or to the following screen. If you are taken to this screen click on the link and it will take you to ProMaster (you may have to type in your CSU log in and password again it will prompt you if required) If you are trying to connect on another network {at home, motel, etc} you will need to add CSUMAIN\ before your log in/username in the User name field Eg. CSUMAIN\xmsmith [see below]. Your password will be the same as you use to log into CSU. Purchase Card ProMaster User Guide for Cardholders Page 3 of 57

4 When do I reconcile my Transactions? Transactions can be reconciled anytime, with transactions appearing in ProMaster within 2 to 3 days of the actual transaction. All transactions must be reconciled by the 10 th of the month following the date of the transaction. But you do not have to wait until then to do it. Most merchants process their transactions quickly so your transaction should be available within a couple of days. Process Purchase Card ProMaster User Guide for Cardholders Page 4 of 57

5 What do all the icons mean in ProMaster? Type of Transaction. It means a Visa card was used for this transaction. Credit Card Transaction. Saved transaction waiting to be submitted. Verify or Reconcile a Transaction. View Transaction or Expense Details. Dispute Transaction. Edit Transaction details. Delete saved but not submitted details. Waiting Accountholder (Transactions) Number of Credit Card transactions that are waiting for the Cardholder to reconcile. Waiting Approver Number of Transactions that have moved onto the Approver for their review and action. Waiting GL Post Number of Transactions that have been approved but have not been exported to the Banner General Ledger. Posted Number of Transactions that have been approved and have been Posted to Banner and the expense will appear in the appropriate Budget. Disputed Number of Transactions that are being disputed with the Bank. Attachment Additional information required. Opens the Disputed Transactions Form to be completed and ed to purchasecard@csu.edu.au for each disputed transaction. Resolve or Edit disputed transaction. Add not to a transaction or expense. Create Document Control Log out Purchase Card ProMaster User Guide for Cardholders Page 5 of 57

6 What is the Home Page After logging on to ProMaster, the Home Page appears. Information presented or functions available differ depending on your access rights as a user. Menu Tabs Displayed on the top of every page to allow single-click access to expenses, transactions, reports, authorities, profile details, the online help and logging off. Click To Home Expenses Transactions Reports Authorities Profiles Document Ctrl Admin Help Logoff Open the Home Page. Open the Expense Search page. Visible only if the user has Accounts or is eligible to view expenses. Enterprise Controller only able to view expense details. Open the Transaction Search page. Account Holder able to administer transactions. Enterprise Controller only able to view transaction details. Open the Transactions by User report page. User able to generate several reports including exporting data to Excel (2003 or earlier). Open the User Authorities page. User able to change their authority or assign their authority to others. Open the Profile Detail page. User able to change their password, maintain their list of personal GL codes and Supervisor able to view subordinates' profile details. Open the Document Control page. Account Holder able to manage expense documentation. Open the Administration page. Enterprise Controller able to carry out all necessary administrative tasks. Open the help in its own browser frame. Log the user out of ProMaster. A full description of the Home Page can be found in Attachment 1. Purchase Card ProMaster User Guide for Cardholders Page 6 of 57

7 How do I know what Transactions need Reconciling? When you log into ProMaster, you will be presented with your ProMaster home page (see attachment 1) which lists the purchases that you have made using your CSU Credit Cards. The home page displays transactions ONLY if they have not been reconciled. Most important to note is the status of each transaction. Credit Card Transactions Saved Transaction waiting to be submitted If they are presented on the Home Page this means they require your attention. At the bottom of the Home Page is a Transaction Count or Workflow. This shows a count of the transactions at the various stages of processing. Waiting Accountholder means it requires your attention. Waiting Approval means it has moved to your Supervisor for review. Waiting GL Post means it is ready to be sent to the Finance System (Banner) for recording. If there are transactions on your home page, you need to reconcile them. Purchase Card ProMaster User Guide for Cardholders Page 7 of 57

8 How do I look at a transaction? The information provided on your Home Page may not be enough for you to identify which of your transactions is which. You can view further details provided by the Bank and the Merchant by viewing the transaction. On your home page you will notice that there are some icons beside your list of transactions. These are your action icons and the one you need to view the details of a transaction is the magnifying glass. Once you click on the magnifying glass the Transaction Details screen will be displayed. The Transactions Details screen provides us with a wide range of information which is a combination of details from the Merchant where the purchase was made, and from the Banks processing the transaction. Take note of the Merchant Name and the Merchant Type. The Merchant Name is the legal entity the business has registered with their Bank for the purpose of Credit Card Transactions, such as their Company Name or a Corporation Name. This may DIFFER from the name of the business or store that you bought the goods from. The Merchant Type is the type of business the Merchant is in, such as Plumbers, Caters, or Taxis. The Merchant Type allows us to report by common types of business such as All Hardware Stores. This may DIFFER from the type of business that you made your purchase from, but this is how the company is registered with VISA and there is nothing we can do about this. Purchase Card ProMaster User Guide for Cardholders Page 8 of 57

9 How do I Verify/Reconcile a Transaction? As with most software programs, there are several ways to get into a transaction to reconcile it but the easiest way is from your Home Page and this is the method I will describe for you. From your Home Page click on the green tick next to the transaction you want to reconcile. This will open the Verify Expense screen for you to fill in the details of your transaction. Items to be completed are as follows:- Purpose A detailed reason for the purchase. This is where you enter details about why you made the purchase. Tax Receipt? Tick this box if you have a valid tax invoice. Description Identify what has been purchased. The first 20 characters of what you type in the description field, along with your user name, is what is posted into the Banner Ledger. Expense Type This is a definition of the type of expenditure to assist you in coding and recording information. A list of different Expense Types will appear on the right hand side of your screen when you click in the Expense Type box. Purchase Card ProMaster User Guide for Cardholders Page 9 of 57

10 Tax Code You need to be careful that the correct tax code is recorded for your transactions. It depends on the Expense Type you select, what Tax Code defaults in. You need to check that it defaults correctly (see page ) and if you need to change the Tax Code, a list appears on the right for you to select from. Price This is the amount of the transaction, including GST. Invoice Number You can enter the tax invoice/receipt number or some other value that links the receipt to the Transactions. GL Codes These are the General Ledger codes where the expense will be recorded against. When you applied for your Purchase Card, default account codes were provided and set up in ProMaster. These codes are what defaults into the Fund, Org and Program fields. The Account field is populated when you select an Expense Type. If you want to enter different codes, click in the relevant box and type over what is already there. When you have finished entering your information, click on the button. If there are any issues with the data you have entered, an error message will appear as a separate internet tab You will need to click on this tab to find out what the problem is (eg. Incorrect account number, program number, etc.). Click on the button to return to your transactions and make the necessary corrections and, click on the button again. This will bring you into the Expense Details page which shows you the details from the bank and what you have entered. You will notice that the Status has now changed to. Purchase Card ProMaster User Guide for Cardholders Page 10 of 57

11 Click on the button to open the File Attachments screen so you can attach the scanned documentation to the transaction. Click in the Description field and type in a description of what you are attaching eg. Tax Invoice. Click on the Browse button, which will allow you to find your scanned documentation. Find your file and then click Open and this will load the file into the file box. Click on the button. You will notice that the selected file/s are now in the Files Attached section. Purchase Card ProMaster User Guide for Cardholders Page 11 of 57

12 You can check what you have attached by clicking on the hyperlink for the file and it will open up for you to check that it is correct and legible. If your attachment is not right you can delete it by clicking in the Delete box and then clicking on the and then go through the process again to attach the correct file. Once you are happy with your attachment, click on the the Expense Details screen. button to take you back to You can double check your information and from there you click on the button. Purchase Card ProMaster User Guide for Cardholders Page 12 of 57

13 How do I attach scanned documents to a transaction? It is recommended that a folder be set up on the S:\ drive to store your scanned transaction documentation until you attach them to ProMaster. This will make it easy to select the scanned file as an attachment. After they are attached in ProMaster, they can be deleted from the S:\ drive. Using your scanning device, scan all relevant documentation and save them to the S:\ drive (to the folder you have created). When you submit your transaction it will display the following screen. If you save the transaction as a draft, it will display the same screen so you can attach documentation as well. From here you can click on Attachments and it brings up the following screen. Click on Browse and locate your scanned documents. Purchase Card ProMaster User Guide for Cardholders Page 13 of 57

14 Select your file and then click open. This will bring the file name into ProMaster. Type in a description of the attachment Eg. Tax invoice & Requisition. If you have another file to attach repeat the above steps. Purchase Card ProMaster User Guide for Cardholders Page 14 of 57

15 Once you have attached your file/s, click on Update Changes. You will see the file attached. Once you have attached all your scanned files, click on Cancel to return to the transaction screen. You will see that the file is now attached. Purchase Card ProMaster User Guide for Cardholders Page 15 of 57

16 How do I make a change to a transaction after I have submitted it for approval? You can make a change to a transaction at any time until the transaction has the status of Posted. Once a transaction has been Posted it is too late to make any changes. Any changes to account codes, etc., will need to be made by journal in Banner. To edit or make a change to a submitted transaction you need to locate the transaction that you want to adjust. Click on the Transactions tab to bring up your Transaction Search page. Enter a search range eg. Date range, and click on the Search button and a list of your transactions will appear. Take note of the status of the transactions and make sure it is not Posted. Purchase Card ProMaster User Guide for Cardholders Page 16 of 57

17 Once you have established that the transaction is not posted, click on the magnifying glass to open the transaction. This opens the Transaction details screen. You will notice there are some red buttons at the bottom of the screen and one of them is the Reverse Transaction button. Click on the Reverse Transaction button. You will get a message asking you if you are sure you want to reverse the transaction, click on OK. This opens up the Transaction Details screen which has a series of red buttons at the bottom, one of them is the Edit Expense button. Click on the Edit Expense button to display the data entry screen for that transaction. Once you have made the necessary changes you will need to click on the button again. The transaction will now require approval, even if it has been previously approved. Purchase Card ProMaster User Guide for Cardholders Page 17 of 57

18 How do I cost a Transaction to more than one account code? Sometimes, when several items have been purchased on a single card transaction, it may be necessary to cost them to different account codes. This is achieved by "Splitting" the transaction as many times as there are items or account codes and providing appropriate descriptions and GL codes for each line item. From the Home Page, select the Green Tick option to verify/reconcile your transaction. Follow the same process to complete the details of the Transaction as normal. Complete the Purpose, GL Coding, Description & Expense Type for the first item. Enter the amount (including GST if applicable) of the first item/code into the Price field. You will notice that ProMaster automatically updates the Net, Tax and Gross amounts. Then click the button. This will create a second Line Item, and will bring in the balance of the Transaction Amount calculated. Purchase Card ProMaster User Guide for Cardholders Page 18 of 57

19 Enter details for the second item. You will notice that the Total is now the two items combined and that it should match to the Transaction Amount unless you have another item to add. As it does not equal the transaction amount of $517.55, another item is required by clicking on the button again and entering the details for that item. You can keep adding as many items to the transaction as is necessary to code or reflect your transaction accurately. Purchase Card ProMaster User Guide for Cardholders Page 19 of 57

20 Once the Total matches to the Transaction Amount and you are satisfied with your data entry, click button and attach your documentation as normal. The Transaction can be split many times, and can have different values and GL coding for each line. Purchase Card ProMaster User Guide for Cardholders Page 20 of 57

21 How do I record Fringe Benefits Tax Transactions such as Catering consumed off campus? On occasion you will have a purchase that requires more detailed information for the purpose of Fringe Benefits Tax, (or FBT). These types of purchases are usually for catering that have been consumed off campus. Off Campus catering is considered a benefit to staff and the University is required to record such transactions for taxation purposes. Reconcile your transaction as normal and enter the usual information (Purpose, Tax Receipt, Description, etc). Then click in the Expense Type field and select the Expense Type of CATERING OFF CAMPUS. Your will be presented with an Expense Breakdown window. You have a choice of fields to break down the price, use these as necessary. It may even be valid to split the costs (for example, Entertainment and Food ). If Alcohol is provided with a meal, the entire cost becomes Entertainment. Select the Off-site Business Event if not already pre-selected. Purchase Card ProMaster User Guide for Cardholders Page 21 of 57

22 Add your list of Participants, you are able to search for a specific employee by clicking in the name box and searching through the search field on the right hand side. If there are more participants than there are spaces, click Add Participant and continue. For nonemployees, type a group name and enter the number of people. When you have finished adding people to your list, click on the the accounting screen. button to move to From here you are able to enter the GL code for the transaction. Note: if you need to split the account over more than one GL code, you need to add an item on the Edit Expense screen. You cannot do it here. Once you are finished on this screen, click on the button which will take you back to the Edit Expense screen for you to either split your transaction, save as draft pending more information or submit for approval. When you click on the or buttons, you will be taken to the Expense Details screen that shows you a summary of your transaction including the list of participants and the FBT breakup. Purchase Card ProMaster User Guide for Cardholders Page 22 of 57

23 From here you can attach your scanned documents to the transaction. Purchase Card ProMaster User Guide for Cardholders Page 23 of 57

24 What do I do if I have misplaced supporting documentation for a Transaction? Original supplier Tax Invoice/Receipts are required to support all Purchase Card transactions. Receipts must show what was purchased, who was paid and how much was paid (including the GST status). Some transactions result in two receipts one listing the items, the other showing payment. We require ALL of these documents to satisfy the University s internal controls and auditors. Every effort must be made to obtain and keep these receipts. If a cardholder misplaces a receipt and has contacted the supplier and is unable to obtain a replacement, the Cardholder can complete and sign a Lost Receipt Declaration Form [available on the CSU ProMaster Website]. Lost Receipt Declaration Forms must be scanned and attached to the transaction in ProMaster. NOTE: Alternative documentation for missing invoices and receipts should be an exception, not a general practice. Frequent use of this form may prompt more frequent audits of a Cardholder s transactions and supporting documentation and may lead to the Purchase Card being withdrawn. On the Home Page, in the top right hand corner you will see a icon. Click on and select Lost receipts template.pdf from the list that displays. This will open up the form for you to type in your information. Purchase Card ProMaster User Guide for Cardholders Page 24 of 57

25 The information you need to provide is:- Cardholder s Name Cardholder s Staff Number Date you are filling out this form Indicate that it is in relation to a Purchase Card transaction. Detail what you paid for. How much you paid and if GST was in the cost. Print the form and then sign it. Who you purchased the goods/service from. Date you made the purchase. How you come to have lost the documentation and what actions you have taken to obtain a replacement. When you have completed the form please print the form, sign it, scan it to the S:\ drive and attach it to your transaction in ProMaster. Purchase Card ProMaster User Guide for Cardholders Page 25 of 57

26 How do I Dispute a Transaction? On occasions, a Transaction may appear on ProMaster that you have no knowledge of. Reasons for this may include:- Duplicate Payment (previously paid). Incorrect refund. Transaction not known to you. Fraudulent activity on your Card. It is important that you first contact the Merchant to discuss the transaction and try and resolve it. In most cases this action will be sufficient to sort out the problem. If we lodge a formal dispute on a transaction with the bank and it is found in favour of the merchant, the University may attract a hefty fee. So every effort needs to be made to resolve any issues directly with the Merchant. To dispute a transaction: Select the Icon for the Transaction that you want to formally Dispute. Purchase Card ProMaster User Guide for Cardholders Page 26 of 57

27 Select the Type of Dispute from the Drop Down list that best describes why you are disputing the transaction. In the Reason box, enter a description of what you have done to try and resolve the dispute and why you believe the transaction is incorrect. Include details such as other transaction records, receipt numbers, invoice details etc as relevant. Click the button. You will get a message to complete the fax and it. If the fax form does not come up when you click ok, go to the Home Page, click on the icon & the form will be displayed. Purchase Card ProMaster User Guide for Cardholders Page 27 of 57

28 Print off the form, complete the date you contacted the Merchant and then scan the form and it to when you have signed it. Purchase Card ProMaster User Guide for Cardholders Page 28 of 57

29 How do I cancel a Disputed Transaction in the Merchant s favour? If the Bank informs you that the Transaction is in favour of the Merchant, you will need to process the Transactions as normal. This requires the Transaction to be Undisputed. Click the icon next the Disputed Transaction on the Home Page. Click the button. Confirm the action. The Transaction will now have a status of Waiting Accountholder and can be processed as normal. Purchase Card ProMaster User Guide for Cardholders Page 29 of 57

30 How do I resolve a Disputed Transaction in CSU s favour? If the Bank upholds your dispute, a credit transaction will be issued. This should be a credit from the same Merchant / Supplier, but may be processed by the Bank and therefore will have a generic description created by the Bank. You will now have the original Transaction marked as Disputed and a Credit Transaction with the value marked in $red. When you have the credit transaction, the original dispute needs to be Resolved. Click the icon next the Disputed Transaction on the Home Page to bring up the Resolve Dispute page. The details of the Disputed Transaction will appear at the top of the Resolve Dispute page. The lower half will list all transactions that are Waiting Accountholder. Click the Blue ^ Up-Arrow icon to link the credit to the disputed transaction. Purchase Card ProMaster User Guide for Cardholders Page 30 of 57

31 If you accidentally select the wrong you can reverse the selection by clicking on the and then select the correct transaction/s. When you have linked the credit to the disputed transaction, click the button. This will bring up the Transaction Details page for you to then attach your documentation to the transaction. The two transactions will now be set to a status of Dispute Resolved and are written off within ProMaster. They will not be sent to the General Ledger system. They can be viewed anytime in the Transaction List. Purchase Card ProMaster User Guide for Cardholders Page 31 of 57

32 What do I do if I use the card for a Private (non CSU related) Transaction? In the event of inadvertent use of the Purchase Card for personal expenditure, the Cardholder is required to reconcile the transaction in ProMaster, using the expense type of PRIVATE. As soon as the transaction appears follow the process ProMaster provides to repay the money at any of the main CSU Cashiers within 5 working days. To process the transaction, click on the for the transaction you want to process. Complete the Purpose, Description and then select the PRIVATE Expense Type. When you select the PRIVATE Expense Type, the Expense Details Edit page will appear. Purchase Card ProMaster User Guide for Cardholders Page 32 of 57

33 You need to acknowledge that you will pay this expense back to CSU by clicking in the box. Once you tick the box you should print this screen and take to the Cashiers with your payment. Click on the button to take you back to the Verify Expense page. Click on the button. You will need to scan the receipt provided by the Cashiers and attach it to your transaction in ProMaster. NOTE: Should the Purchase Card be used for personal expenditure, it is at the discretion of the University as to whether the Purchase Card will be cancelled/suspended due to noncompliance with Purchase Card Policy and Procedures. Purchase Card ProMaster User Guide for Cardholders Page 33 of 57

34 What do I do if the Approver queries my Transaction? For many reasons, your Supervisor may require more details for a Transaction. They have the option to Query a Transaction, which returns it to your Waiting Accountholder queue. To respond to a Queried Transactions: Click the icon next to the Transaction you want to respond to. Under the Purpose will be a highlighted Text Box with a Message from your Supervisor. The message; will indicate what extra information is needed. Purchase Card ProMaster User Guide for Cardholders Page 34 of 57

35 Click on the Notepad icon (with a Red + Cross) to add a note to the transaction approver. The Add Expense Note window opens. Type in a response and click the button. Check the rest of the details are correct. Click to Waiting Approval for your approver to action. button. The Transaction will return Purchase Card ProMaster User Guide for Cardholders Page 35 of 57

36 How do I edit and submit a saved Transaction? Any transaction on the Home Page that has the icon beside it, has not been submitted for approval yet. To complete the reconciliation, click on the icon beside the transaction to edit it. Check the details are complete and correct. Click on the already done so. button and then attach your scanned documentation if you have not Purchase Card ProMaster User Guide for Cardholders Page 36 of 57

37 How do I attach documentation to a Transaction that I have already reconciled? From your Homepage, click on the Transactions tab to bring up your Transaction Search page where you can enter your search parameters eg. date range and then click on the Search button to bring up a list of your transactions. From your transaction screen, select the for the transaction you want to attach the file to. This brings up the File Attachments screen. Click on Browse and locate your scanned documents. Select your file and then click open Purchase Card ProMaster User Guide for Cardholders Page 37 of 57

38 This will bring the file name into ProMaster. Type in a description of the attachment Eg. Tax invoice & Requisition. If you have another file to attach repeat the above steps. Once you have attached your file/s, click on Update Changes. You will see the file attached. Now you can click on Cancel to return to the transaction details screen. Click on the Go to Home Page button. Purchase Card ProMaster User Guide for Cardholders Page 38 of 57

39 How do I assign a Delegate to reconcile my Transactions for me? For a range of reasons, a Cardholder may not be able to reconcile their own transactions. This is most commonly due to the Cardholder taking holidays, etc or where there are Administrative staff who process Cardholder s transactions on a regular basis. As a result, a Cardholder needs to assign their role to another ProMaster User for a period of time. To do this the Cardholder is to log into ProMaster. From the Homepage, select the Authorities menu at the top of the page. This will open up the User Authorities screen. To add a new Authority click the button This will open up the Authority Assignment screen. To search for a user to select you need to type their name into the search field on the right hand side of the screen Purchase Card ProMaster User Guide for Cardholders Page 39 of 57

40 Once your search has bought up a list of names, click on the person you want and this will put the name into the User Name box. Click on the drop down arrow for the type of authority and select Account Holder. Click in the Begin Date field and a calendar will come up on the right hand side of the screen. Select the commencement date from the calendar and this will be put in the Begin Date box. Do the same thing for the End Date. Once the correct dates have been selected, click on the to add this to your assigned authorities list. button Purchase Card ProMaster User Guide for Cardholders Page 40 of 57

41 A Cardholder has made me their Delegate, but I can t find their transactions. Cardholders may assign the authority to process their transactions to another ProMaster user. As a result, a Cardholder needs to assign their role to another ProMaster User for a period of time. Once the Cardholder has done this the Assigned User (Delegate) will need to change their Authority to the Cardholder s to pick up the Cardholder s transactions. Log into ProMaster using your own log in and password This will bring you into your Homepage. From the Homepage, select the Authorities menu at the top of the page. This will open up the User Authorities screen. Purchase Card ProMaster User Guide for Cardholders Page 41 of 57

42 Click on the Cardholder whose transactions you want to process This will open up the Homepage for that Cardholder. You will notice that your name will have been changed to that of the Cardholder you selected and their transactions will now be on the Home Page for you to attend to. From here you can process the transactions as normal (please don t forget to scan and attach the documentation). Once you have finished processing this Cardholder s transactions you can go back into the Authorities menu and reset back to yourself. Purchase Card ProMaster User Guide for Cardholders Page 42 of 57

43 What do I do if the Tax Type defaults in as the wrong type? When processing a transaction, selecting the Expense Type determines the Tax Type that is defaulted into the transaction. That default is not necessarily the one you want to use and, that will depend on if there is GST applicable on your transaction. Review your tax invoice/receipt to determine what tax code may apply to this transaction. GST GSTFBT NOGST TAXO Tax Inclusive expense Tax inclusive with FBT liability ProMaster uses this when FBT reportable meals and entertainment is identified. Cardholders will not need to select this code. GST Free Some examples of GST Free supplies are bread, milk, juice, meat, tea & coffee making supplies, fruit, vegetables, professional & trade courses, water, pharmaceuticals, medical practitioners, etc. GST only on importation of goods from overseas When you are processing a transaction and tab into the Tax Code field, a list of available Tax Codes appears. On the list, click on the one you want. Your selected code will then come into the Tax Code box. Purchase Card ProMaster User Guide for Cardholders Page 43 of 57

44 What do I do if the GST in ProMaster doesn t match the GST on the invoice? When processing transactions care must be taken that the GST is recorded appropriately. Invoices need to be reviewed to see what GST has been charged and if there is GST on all the items purchased. You need to make sure the Tax Code is correct for your transaction. The Expense Type you choose, will influence what Tax Code defaults into the transaction. Just because the tax code defaults in, does not mean that it correct and depends entirely on the Tax Invoice you have. If the Tax Invoice indicates that GST has been charged, you need to make sure the Tax Code is GST. Overseas transactions will always have the Tax Code of NOGST. Sometimes companies are not registered for GST so their invoices will not have GST shown to us so their Tax Code will also be NOGST. If you find that some of the items have GST on them and some don t, the GST indicated on the Tax Invoice will not be 10% of the total (total divided by 11 will give you 10%). These transactions are processed as follows:- The invoice is processed normally up to the selection of the Expense Type. When you click on the Expense Type the Tax Code may change. In this example when we clicked on Consumables, the Tax Code changed from GST to NOGST. Our invoice shows the total of $53.38 and the total of the GST as $1.03 so you can see that $1.03 is not 10% of $53.38 (10% of $53.38 is $4.85) so there are some items did not attract GST. Purchase Card ProMaster User Guide for Cardholders Page 44 of 57

45 Once you have selected the Expense Type and have selected the correct Tax Code, and entered the invoice number, tab to the Tax box and type in the GST amount from your tax invoice. After checking the account codes are correct, click on the will come up. button and a message Click OK. Your transaction has been split into two items for you one with the Tax Code of GST and one with the Tax Code of NOGST so that the correct amount of GST is recorded. Continue with the document as normal and attach your documentation to the transaction. Purchase Card ProMaster User Guide for Cardholders Page 45 of 57

46 What documentation do I need to support a transaction? Required documentation includes at least one of the following: Tax Invoice Order/Confirmation Screen Cash Register Receipt Registration Form Lost Receipts Declaration form (for occasional use only) The transaction slip from the EFTPOS machine is not acceptable as it does not detail what was purchased. Additional documentation may be required by the cardholder s business unit. All documentation should be attached to the transaction in ProMaster. Transactions under $82.50 (GST inclusive) do not need a Tax Invoice to claim the GST, but you do need to have either a cash register docket, receipt, invoice, etc. You must have some form of supporting documentation. In addition to the above, some transactions require additional information: Internet Orders Print and attach a copy of the order screen or confirmation screen. The confirmation screen, if available, is preferred over the order screen, provided it has the name of whom we are paying and the amount and GST status of the payment. Phone/Fax Orders Attach the enclosed tax invoice when the merchandise is received. If you receive a packing slip this should be scanned as well. The packing slip is not acceptable as it is not a request for payment and in many cases does not include the relevant details but it should be attached to the transaction in ProMaster, if the vendor encloses it in the shipment. Pick Up Orders Attach the cash register receipt. If the itemised detail is not on the receipt, write it in by hand. Events/Meals The decision to have food at a CSU event, either on or off campus, presents a number of concerns and as a result Entertainment requires specialised approval prior to any expenditure and provided in the documentation being attached to the transaction in ProMaster Registration Registrations to attend conferences/workshops that involve travelling to attend, cannot be processed on a Purchase Card, it must be on a CSU Travel Card (gold). If no travel is involved, conference is on campus or conducted on-line, you will need to attach copies of any registration documentation and proof of attendance. Lost Receipt Form If unable to obtain any type of documentation at all, complete the Lost Receipt Declaration Form and attach it to the ProMaster transaction. Excessive use of the Lost Receipt Declaration Form may result in the Purchase Card being cancelled. Purchase Card ProMaster User Guide for Cardholders Page 46 of 57

47 What if the invoice is made out to an individual and there is no mention of CSU? All transactions should identify Charles Sturt University as the purchaser of the goods or service. Due to most Merchants treating credit card payments as cash payments, it is not always possible to obtain a receipt/tax invoice that is made out to CSU If an invoice for under $1,000 has Cash Sale or does not indicate who the goods or service was supplied to, no additional information is required. However, if the invoice is made out to an individual and does not reference CSU anywhere on it, Cardholders are required to obtain a reprint of the invoice, indicating CSU or write on the invoice/receipt that the goods were purchased for the sole purpose/use of Charles Sturt University. An invoice for $1,000 and above must reference CSU. Cardholders are to attempt to obtain invoices appropriately made out to CSU. If they are unable to obtain an appropriate tax invoice/receipt, they must document what attempts they have undertaken to obtain the tax invoice/receipt and also indicate that the goods/service were for the sole use of Charles Sturt University and attach this to their ProMaster transactions. Purchase Card ProMaster User Guide for Cardholders Page 47 of 57

48 What can I use the Purchase Card for? Any payment that you would normally raise a Purchase Requisition for, for up to $ , where the merchant accepts Visa Card. Examples of goods and services Purchase Card can be used for (but not restrictive to):- Advertising (providing you have Marketing s approval) Art & Craft supplies Bottles Catering supplies (Eg, sandwiches, fruit, juice, etc except items relating to TRAVEL) Chemicals and cleaning Dry Cleaning Electricians Exam supervision (where possible) Farrier services Flowers Food stuffs (Eg, Coles, Woolworths, etc except items relating to TRAVEL) Freight Gas Glass Government fees and charges (eg. Waste disposal fees, application fees, etc Not individual fines) Hire of equipment Lab supplies Medical products Memberships Newspapers & Magazines Paints Parts Pest Management Pet supplies Photocopier Copy Counts Photocopier Maintenance Plants Plumbers Printing Room Hire Rural & Hardware Supplies Spraying equipment Stationery supplies (ONLY if the item is not available from COS) Stock feed Subscriptions (provided you have obtained the approval of the Library) Trading Stock Vehicle Parts and Accessories (eg, filters, windscreens, oil, parts, etc.) Vet supplies Waste Management Water Testing Purchase Card ProMaster User Guide for Cardholders Page 48 of 57

49 Can I use the Purchase Card for Travel? Under no circumstances can the Purchase Card be used to pay for Travel related expenditure. By using a Purchase Card it will create problems in reconciling transactions associated with Travel Plans. Should you inadvertently use your Purchase Card for a Travel related item, eg. Accommodation, flights, booking fees, meals while travelling, etc, you will need to complete the Inappropriate Use of a CSU Credit Card form and attach this to the transaction in ProMaster as a separate attachment. This form will also need to be attached to the appropriate Travel Plan (see the ProMaster User Guide for Travel Users for instructions on how to do this). If you inadvertently used your Travel Card when you should have used your Purchase Card, contact an Enterprise Controller for details of what to do next. If I have a Conference to pay for, which card do I use? If there is any travel involved to attend a conference it then should be paid for using the Travel Card (Gold). Even if the conference is being held in the town where you normally work, and you leave the campus to attend, then it must be paid for on the Travel Card. The only time you would use a Purchase Card (Blue) to pay for a conference is where it is being held on the campus where you normally work, it is an online conference or where you need to register for a conference in order to have a paper presented, but will not be attending. Purchase Card ProMaster User Guide for Cardholders Page 49 of 57

50 Why do I have to cross out half my card number when scanning my documents? Due to new data protection laws, transactions undertaken on credit cards that are managed through ProMaster, must have part of the card number masked to prevent unauthorised use. ProMaster has implementing software that is designed to increase the security of credit card numbers. ANY FILE UPLOADED TO PROMASTER CONTAINING UN-MASKED CARD NUMBERS WILL BE DELETED, WITHOUT FURTHER NOTICE, WITHIN 24 HOURS OF IT'S ARRIVAL ON THE SERVERS BY THE PROMASTER SECURITY SCANNING SOFTWARE. This means that Cardholders will need to mask out (cross out, delete) the middle numbers, of their Purchase Card number, on their paperwork before they scan and attach their documents to ProMaster. All you need to do is cross them out so they can not be read. An example of this is below:- Example of what would be sent to the Merchant Example of what you would attach in ProMaster You will also note that most electronic data from suppliers will already have some of the card numbers blanked out. The introduction of this software will have a significant impact of CSU if you are not diligent in ensuring your card numbers are masked (blanked out) before you scan your information to ProMaster, as your attachment will be automatically deleted without warning. As you are responsible for your records in ProMaster, you are responsible for ensuring what you scan will not be deleted by this new software. Purchase Card ProMaster User Guide for Cardholders Page 50 of 57

51 My invoice is for under $82.50 what do I do? For transactions under $82.50 (GST inclusive), CSU does not need to hold a Tax Invoice to claim the GST, but Cardholders do need to have either a cash register docket, receipt, invoice, etc to support the transaction. If you do not have such documentation you will need to complete the Lost Receipt Declaration form, which can be found by clicking on the at the top right hand side of the screen. Then select Lost receipts template.pdf from the list that comes up. This will open another internet session and bring up the form. Fill out the form, sign it, scan and attach this to the transaction in ProMaster. Can I attach an invoice, receipt or information after a transaction has posted? Yes. Documentation can be added to a transaction in ProMaster at any time. The status (waiting approval, posted, etc) does not restrict you. See How do I attach documentation to a Transaction that I have already reconciled for instructions on how to do this. What do I do if the Merchant charges us to pay by Visa? Businesses in Australia are allowed to impose surcharges for credit card users to recover fees they are charged. It is important to note that not all merchants will charge their customers a credit card fee. If you do have a transaction that includes a credit card surcharge, then this cost is to be processed as part of the cost of the goods or service. That is, it does not get charged to a special account code or does not need to be processed as a separate item. The cost of the goods or service is just increased by this amount. If you have a transaction that includes a credit card surcharge but the tax invoice details one amount and the transaction comes through at a slightly higher amount, then the tax invoice should indicate that paying by credit card attracts a surcharge and it will usually stipulate the percentage. If it doesn t you need to verify with the Merchant that the difference between the invoiced amount and the transaction amount relates to a credit card surcharge and not this on the transaction Eg in the Purpose field on the Expense Notes.. Purchase Card ProMaster User Guide for Cardholders Page 51 of 57

52 Can I make notes for myself against a transaction? Sometimes you may want to make some notes about a transaction that are not necessarily to do with the purpose of the transaction. An example may be details of how you used the goods purchased, a colour description, serial number, credit card surcharge, or who was involved. This can be done on the Verify Expense page by clicking on the Expense Note icon This will open up the Notes page for you to make your notes. Once you are finished, click on the Update Changes button to take you back to the Verify Expense page. These notes are also available to the person approving this transaction. Purchase Card ProMaster User Guide for Cardholders Page 52 of 57

53 ProMaster Reference Guide Homepage Description and Workflow Buttons Home Page Menu Bar The Menu Bar will appear on every screen in ProMaster, to allow you to navigate easily from one section to another. Home Click to return to the HomePage from any screen. Expenses Search for existing Expenses. Transactions Search and acquit any transactions that have been made. Reports Create and Print reports. Authorities Change your authority or delegate your authority to others. Profiles View your personal details, account details, monthly limits, etc. Document Control Create and Print a Document Control Report. Quick Links Click here to access frequently used links. Name Role The role will update when you switch your authority to different roles (eg. An Account Holder will switch their authority to Approver to approver their staff s transactions.) Outstanding Transactions/Expenses This section displays the 10 oldest transactions. You can take any of the flowing actions from this screen. Clicking on Lost receipts template.pdf will take you to the Lost Receipt Declaration Form that you will need to complete if you do not have your documentation for a transaction New Actions This section provides short cut links that allow you to go directly to creation areas. Transaction Count for you as Account Holder This section shows which stage of workflow your items are in. Disputed Transactions which are being formally disputed with the Bank. Dispute Resolved Transactions which were formally disputed and have now been resolved. Waiting Account Holder (Transactions) Credit Card transactions that are waiting for the Account Holder to reconcile. Waiting Approval This shows the transactions that have moved on to the Approver for their action.. Waiting Clearance This shows the transactions that have moved on from the approver. Waiting GL Post Transactions that have been approved but have not posted to Banner. Different icons appear depending on what role you choose and functions allocated to you. Posted Transactions that have been posted to the General Ledger (Banner).

54 PURCHASE CARD DOCUMENTATION REFERENCE SHEET The original supporting documentation should always be scanned and attached to the transaction in ProMaster; when this has happened the original Purchase Card documentation should be retained for 6 months then it can be destroyed. If it is a business unit decision not to scan and instead retain the original documentation for 7 years the original Purchase Card documentation should be retained in the Business Unit in an appropriate filing system. Services/Supplies Documentation Requirements Standard Documentation o Required documentation includes at least one of the following: o Tax Invoice Order/Confirmation Screen Cash Register Receipt Registration Form Lost receipts form (for occasional use only) The transaction slip from the EFPOS machine is not acceptable as it does not detail what was purchased. Additional documentation may be required by the cardholder s business unit. All documentation should be attached to the transaction in ProMaster. Transactions under $82.50 (GST inclusive) do not need a Tax Invoice to claim the GST, but you do need to have either, a cash register docket, receipt, invoice, etc. You must have some form of supporting documentation. Internet Orders o Print and attach a copy of the order screen or confirmation screen. The confirmation screen, if available, is preferred over the order screen, provided it has the name of whom we are paying and the amount and GST status of the payment. Phone/Fax Orders o Attach the enclosed tax invoice when the merchandise is received. If you receive a packing slip this should be scanned as well. The packing slip is not acceptable as it is not a request for payment and in many cases does not include the relevant details but it should be attached to the transaction in ProMaster, if the vendor encloses it in the shipment. Pick Up Orders o Attach the cash register receipt. If the itemised detail is not on the receipt, write it in by hand. Recurring Monthly Charges o Also known as Automatic periodic debits or direct debits. These arrangements are not to be set up on any Purchase Card under any circumstances. Each transaction on these cards must be separately authorised. Events/Meals o The decision to have food at a CSU event, either on or off campus, presents a number of issues which require special approval as there are different expenditure delegations for Entertainment. o If the outlined requirements are met, the catering may be paid with a Purchase Card. All of the required documentation must be attached to the ProMaster transaction. The expense type selected must be Catering or Catering off campus. This is defined by where the food is consumed. If the food is consumed off campus, the details of participants will need to be provided for FBT purposes. Memberships and Subscriptions o The same subscription, membership or registration cannot be paid twice in one fiscal year o The subscription or membership must be mailed to a CSU address o If purchased from grant funds, the term of the subscription or membership cannot exceed the grant ending date. Registration o Registrations to attend conferences/workshops that involve travelling to attend, cannot be processed on a Purchase Card, it must be on a CSU Travel Card (gold). o If no travel is involved, conference is on campus or conducted on-line, you will need to attach copies of any registration documentation and proof of attendance. Lost Receipt Form o If unable to obtain any type of documentation at all, complete the Lost Receipt Form and attach it to the ProMaster transaction (intended for occasional use only). The Purchase Card cannot be used for travel expenditures. All travel related expenditure must be transacted on the Travel Card.

55 PURCHASE CARD GST REFERENCE SHEET The following are some examples of tax invoices you may receive when using your Purchase Card:- Selecting an Expense Type when verifying a transaction in ProMaster, may change the Tax Code to a code you do not want to use. You need to watch this to ensure your transaction is accurately reflecting the GST. If you do not, the University may me breaking tax laws and it may be costing your section more than is necessary for the goods you have purchased as we will not be able to claim the GST back. If you need to change the tax code, just click in the tax code box and a list of options will appear in the upper right hand section of your screen. When the list comes up, just click on the code you should be using eg. GST. This will bring the correct code into the transaction. These sample invoices show various examples of GST as it may apply to our transactions. In the Willyworths invoice you will see that the total includes GST of only $3.83 because the invoice is a mixed supply invoice that requires your transaction to be split into 2 items. (See your user guide for how to do this). You will also notice that the two items that attract GST have been indicated by a * against the item. Again the Village Takeaway invoice needs to be processed as a mixed supply invoice as the GST amount is not 1/11 th of the total ($ = $10.33 GST shown is only $8.75) as the Water that was purchased does not attract GST. With the Mouse Hardware invoice you will see that the GST for this invoice is $8.82 which is exactly 1/11 th of the invoice total. This means that if the Tax Code of GST is used ProMaster will calculate the GST across for you and will display it in the tax box. The Trumpet s Café invoice does not indicate the specific GST amount but does include the statement GST included in Total which is sufficient if all the items we have purchased attract GST. In this case they do so the invoice would need to be processed with the tax code of GST so that ProMaster can fill in the GST for you. Some GST Free supplies are:- Bread Milk Bottled Water Fruit Juice Tea/Coffee (not ready to drink) Meat Fruit/Vegetables Pharmaceuticals Health Insurance Professional & Trade Courses Water, Sewerage & Drainage Medical Practitioners, Pathologist, Physiotherapists.