Haas Procurement Card Reconciliation Process. May 23, 2016

Transcription

1 Haas Procurement Card Reconciliation Process May 23, 2016

2 TABLE OF CONTENTS I. Policy Information and Card Compliance (p. 3) II. Compliance Checklist (p. 4) III. Card Reconciliation Process i. Logging In (p. 5) ii. Searching for Transactions (p. 6) iii. Comments and Business Purpose (p. 7-8) iv. Required Paperwork (p. 9) v. Changing the Chartstring (p ) vi. Sales/Use Tax (p ) vii. Verifying Transactions (p ) IV. Requesting a Journal Entry (p. 20) V. Searching for Closed Transactions (p )

3 POLICY INFORMATION All transactions must be reconciled in BFS within 10 days of the transaction date Key Cardholder Responsibilities (as per the Low Value Purchase Authority): 1. Ensures sufficient vendor and departmental documentation is provided timely for reconciliation and approval in BFS 2. Promptly processes all transaction-related business, including resolution of merchant and bank disputes, credits, and reporting lost or stolen cards and suspected fraudulent transactions 3. Safeguards the card and account number by not sharing the card number with colleagues and only providing it to suppliers or vendors Note: all transactions have been pre-approved through our cardholder program. Thus, cardholders do not need to request approval before making transactions. Due to a recent audit by the State Board of Equalization, the controller s office is expected to enforce new policies that will result in stricter penalties when our cards are out of compliance. If you require additional training, please contact Gill Tacca (tacca@haas.berkeley.edu)

4 COMPLIANCE CHECKLIST 1. Log in to BFS and search for the transactions you wish to verify 2. In the comments, provide a) Business Purpose b) Product Description 3. Attach required paperwork and any associated documents 4. Enter correct chartstring 5. Enter sales/use tax, if applicable 6. If necessary, request a journal entry 7. Change the status to Verified and click Save 8. Verify transactions in BFS within 10 days of the transaction date, thus allowing ample time for transactions to be approved and, if necessary, revised

5 Log in to BFS using your CalNet credentials LOGGING IN Select Main Menu à Purchasing à Procurement Cards à Reconcile à Reconcile Statement

6 SEARCHING FOR TRANSACTIONS Complete the following fields and select Search: Role Name: Receiver Name: select your name by clicking on the magnifying glass to the right of the field

7 COMMENTS AND BUSINESS PURPOSE For the transaction you wish to verify, click on the speech bubble (you may need to scroll to the right to find it)

8 COMMENTS AND BUSINESS PURPOSE In the new window under Comments:, please enter the following information regarding the transaction: 1. Business Purpose 2. Product Description Attach an itemized invoice and any additional paperwork related to the transaction Click OK

9 REQUIRED PAPERWORK BluCard: ü Documentation of Business Purpose ü Itemized Invoice ü Not required, but helpful: Confirmation of Receipt (e.g. packing slip) Event Planner Card: ü Event Planner Card Authorization Form, signed ü Itemized Invoice and Receipts ü Event Attendee List

10 CHANGING THE CHARTSTRING Now click on the Distribution icon (on the right of the speech bubble)

11 CHANGING THE CHARTSTRING Be sure to change the default chartstring to the correct chartstring (you can scroll right) You may edit the information as long as it is before the transaction s clear date If the clear date has passed, a journal entry is required (see page 20). Please verify transactions in BFS within 10 days of the transaction date, thus allowing ample time for the transaction to be approved

12 SALES/USE TAX If your transaction is taxable (this includes all consumable/tangible goods): Select the transaction and click Sales/Use Tax If your transaction is non-taxable, skip this step

13 SALES/USE TAX In the Sales/Use Tax Destination field Click on the magnifying glass

14 SALES/USE TAX In the Sales/Use Tax Destination field Click on the magnifying glass Select 2151 Berkeley Way

15 SALES/USE TAX In the Sales/Use Tax Destination field Click on the magnifying glass Select 2151 Berkeley Way Select Calculate Use Tax

16 SALES/USE TAX In the Sales/Use Tax Destination field Click on the magnifying glass Select 2151 Berkeley Way Select Calculate Use Tax Note that the tax rate should be 9.5% Select OK

17 SALES/USE TAX In the Sales/Use Tax Destination field Click on the magnifying glass Select 2151 Berkeley Way Select Calculate Use Tax Note that the tax rate should be 9.5% Select OK

18 VERIFYING TRANSACTIONS Under Status, change the field to Verified using the drop down menu Note:You can also change the statuses of multiple transactions at a time by selecting the transactions and clicking Verify

19 VERIFYING TRANSACTIONS Under Status, change the field to Verified using the drop down menu Note:You can also change the statuses of multiple transactions at a time by selecting the transactions and clicking Verify Click Save

20 REQUESTING A JOURNAL ENTRY If the clear date for a transaction has passed and the transaction was posted to an incorrect chartstring, you will need to request a journal entry via to make the necessary corrections. The should contain at least the following: A description of the transaction, including transaction date, vendor name, and amount The chartstring to be changed The new, correct chartstrings and their respective amounts processing-haas@berkeley.edu Please send the to: processing-haas@berkeley.edu

21 SEARCHING FOR CLOSED TRANSACTIONS If the clear date for the transaction has passed, you can find the transaction information by: Clicking Search

22 SEARCHING FOR CLOSED TRANSACTIONS If the clear date for the transaction has passed, you can find the transaction information by: Clicking Search Changing the Statement Status to Closed

23 SEARCHING FOR CLOSED TRANSACTIONS If the clear date for the transaction has passed, you can find the transaction information by: Clicking Search Changing the Statement Status to Closed Clicking OK