Procurement Card Processing Manual

Procurement Card Processing Manual Department: PCard Administration Email: pcard@nmsu.edu Phone: 646-7125 Last updated: June 2015

Contents Cardholder/Reconciler...3 PCard Terms... 4 Email Notifications types:... 4 For Cardholder:... 4 For Reconciler:... 4 PCard Calendar:... 5 Cardholder and Reconciler Processing Manual... 6 Switching Between Cardholder & Reconciler Role... 7 WellsFargo CCER Components/ Definitions... 8 Credit Limits Availability:... 9 For Cardholder/Reconciler (single card)... 10 For Reconciler (multiple cards)... 10 Cardholder/Reconciler Areas Identified... 11 General Ledger Code... 12 Approve/Decline Status... 13 Reclassification of Transactions... 14 Building your image package... 17 Preparing your receipts for scanning... 18 Logging out... 21 Approver... 22 For Approvers and Backup Approvers:... 23 Email Notifications types:... 23 PCard Calendar:... 24 Approver/Backup Approver Processing Manual... 25 Switching Between Approver Roles... 26 Approve/Decline Status... 28 To View Receipts... 30 Logging out... 32 Appendix A: CARDHOLDER AGREEMENT... 33 Appendix B: APPROVER AGREEMENT... 35 Appendix C: APPROVE/DECLINCE DEFINITIONS... 37 2

Cardholder/Reconciler 3

PCard Terms Email Notifications types: As a cardholder/reconciler you may receive one of the following email notifications: For Cardholder: For Reconciler: 4

PCard Calendar: Available at: http://pcard.nmsu.edu/cycle-times-calendar/ Click on Calendar Cycle Periods. *Note: This may not be a current calendar* 1. Statement Ending 2. Period for Reconciler/Cardholder 3. Period for Approver 4. Dates that PCard transactions post to Banner. 1 2 3 4 5

Cardholder and Reconciler Processing Manual 1. Under the Commercial tab Log in to the Wells Fargo CEO 1 2. On the left sidebar, click on the Commercial Card Expense Reporting. 2 6

Switching Between Cardholder & Reconciler Role This function is located on the top left hand portion of your CCER page. Select the role you wish to work on/view: 7

WellsFargo CCER Components/ Definitions Manage Statements 1. Review Open Statement: Current Open Statement for review/reconciliation. 2. View cycle-to-date: Upcoming statement. 3. View Previous Statement: Past statements and receipt images. View Historical Images: Past receipt images (Older than 13 months). Reports 1 3 2 4. Create Transaction Report: Not available at this time. 5. Transaction summary: Not available at this time. 6. View Declines: Displays where, when and why the card was not accepted by a vendor. 5 4 User Information 6 7. Personal Profile: You can view your personal information tied to your card. As well as you available credit (see page 7). **Do not modify this section; it will create problems with your card. Changes to your profile will need to be sent to pcard@nmsu.edu. ** 8. Credit Limit Change Request: Used to request an additional monthly limit. You may also do this by emailing pcard@nmsu.edu. 7 8 8

Credit Limits Availability: This may be accessed in the left-hand navigation plane under User Information drop-down list. Select Personal Profile (see entire navigation plane on page 6). **Do not modify this section; it will create problems with your card. Changes to your profile will need to be sent to pcard@nmsu.edu by completing the necessary form. ** 9

For Cardholder/Reconciler (single card) 1. For Cardholder/Reconciler (single card) will open up to Review Open Statement. For Reconciler (multiple cards) 1. For Reconciler (multiple cards) Check the cardholder you wish to view. 2. Click View. 3. For Reconciler with Multiple cards you will continue the instructions for Single Cardholder for each individual card. Please see page 8. 1 2 10

Cardholder/Reconciler Areas Identified 1. Cardholder/Reconciler, select the transaction that you wish to view. 2. Reclassify. 3. Note: The transaction is still Open under Status. 3 1 2 The statement information will be displayed. 4. The items indicated below may need to modified (varies from department to department). General Ledger Code: Select the appropriate account code. Index: Use appropriate departmental index. Description: Enter appropriate description for the purchase, include details. Do not include special characters such as ñ, ú, í,, etc. 5. Receipt Attached. 6. Approve/Decline status as needed please see page 12 for more details. 7. Save. 11

General Ledger Code 1. Verify General Ledger Code. To change, click on magnifying glass. 12

Approve/Decline Status 1. To Approve/Decline click on magnifying glass. 1 2. Select appropriate value from drop down list: (Appendix C-Approve/Decline Definitions) 2 13

The following is a list of when to change Approve/Decline status: Approved: Will stay as it is if no change needs to be made (i.e. transaction made/approved by cardholder). Approved-Fraud: Fraud that has been identified/reported to Wells Fargo (Please fill out the affidavit to submit as part of your receipt images). For more details see Page 15. Approved-Misuse: University allowable purchase but PCard unallowable (i.e. uniform purchases, decorations, etc.). Declines: Dependent on their description (i.e. personal purchases, tax, etc.). Reclassification of Transactions 1. Process the transaction or select all transactions for multiple charges. 2. Click Reclassify. 3. Note: The transaction is still Cardholder Reviewed under Status. 3 1 2 The statement information will be displayed. 4. The Items indicated below need to be checked/corrected if wrong (varies from department to department). a. General Ledger Code: Verify account code. b. Index: Verify Index. c. Description: Appropriate description for the purchase with details. Ensure there are no special characters such as ñ, ú, í,, etc. d. Ensure receipts match the statement. e. Ensure the receipts are legible. f. No Capital Equipment, not tax, etc. 5. Change Approve/Decline status as needed please see page 12 for more details. 6. Click Save. 14

4 5 6 Repeat steps as necessary to continue reviewing the remaining transactions. Repeat steps as necessary for remaining transactions 7. Once all the transactions have been modified accordingly click Save: 7 15

8. Note the change in Status from Open to Cardholder Reviewed: 8 9. Upload receipts using Receipt Imaging Instructions. After three hours you may view receipts by clicking View Receipt Images: 9 16

Building your image package Scan documents in black & white in the following order: 1. Cover sheet 2. Statement 3. Receipts Tip! Scan and email packet to self to verify receipts. If you experience difficulty, please contact your IT department. 17

Preparing your receipts for scanning 1. Number your receipt in order as shown on your statement print out. 2. Compile your shorter receipts on same page. 3. Longer receipts on separate page. 4. Make sure receipts are legible & accounted for. 5. Compile packet. 18

Repeat steps as necessary for remaining transactions 8. Once all the transactions have been modified accordingly, click Save. 8 19

9. Note the change in Status from Open to Cardholder Reviewed: 10. Upload receipts using Receipt Imaging Instructions. After three hours you will need to review the receipts by clicking View Receipt Images: 11. Once the images have uploaded, click Statement Review. 9 10 20

Logging out Please be sure to log out of your account once all your work in the Wells Fargo CCER website has been completed to prevent your account from being misused. 1. Click on Sign Off on the right-hand top of your web browser: 21

Approver 22

For Approvers and Backup Approvers: Email Notifications types: As a cardholder/reconciler you may receive one of the following email notifications: 23

Approver/Backup Approver Processing Manual 1. Under the Commercial tab Log in to the Wells Fargo CEO 1 2. On the left sidebar, click on the Commercial Card Expense Reporting. 2 25

Switching Between Approver Roles This function is located on the top left hand portion of your CCER page. Select the role you wish to work on/view: 1. Approver will View Cardholder Reviewed Statement. 26

1. For Approver/Backup Approver Select the transaction that you are reviewing. 2. Click Reclassify. 1 2 27

The statement information will be displayed. 3. The Items marked below may need to modified (varies from department to department). a. General Ledger Code: Select the appropriate account code b. Index: Use appropriate departmental index c. Description: Enter appropriate description for the purchase, include details. Do not include special characters such as ñ, ú, í,, etc. 4. Click Receipt attached. 5. Change Approve/Decline status as needed please see page 12 for more details. 6. Click Save if any changes have been made. 7. If no changes click on Return to charges-manage Charges 7 4 6 5 Approve/Decline Status The following is a list of when to change Approve/Decline status: Approved: Will stay as it is if no change needs to be made (i.e. transaction made/approved by cardholder). Approved-Fraud: Fraud that has been identified/reported to Wells Fargo (Please fill out the affidavit to submit as part of your receipt images). For more details see Page 15. Approved-Misuse: University allowable purchase but PCard unallowable (i.e. uniform purchases, decorations, etc.). Declines: Dependent on their description (i.e. personal purchases, tax, etc.). 28

1. To Approve/Decline click on magnifying glass. 1 2 2. Select appropriate value from drop down list: 3. Repeat steps as needed for each transaction. 29

To View Receipts 1. Click View Receipt Images. 1 2. Images and reclassification should match. Continue to step 3. If not, correct as needed. Number your receipt in order as shown on your statement print out. Compile your shorter receipts on same page. Longer receipts on separate page. Make sure receipts are legible & accounted for. Compile packet. 30

3. Click Approve Statement once all images, transactions, indices, and accounts are reviewed. 3 1. Note the change in Status from Cardholder Reviewed to Approved. You will receive the following prompt: NOTE: The Approve button will not be available if review period has passed or if the cardholder has not completed their portion of reconciliation. 31

Appendix A: CARDHOLDER AGREEMENT Print Name: Aggie ID: CARDHOLDER AGREEMENT A Cardholder and Approver of the Procurement Card system must be aware of the PCard restrictions and authorized transactions. A check list has been provided below with guidelines that a Cardholder must review. Please initial beside each item upon review. PCard Limits Taxes Disputes/Credits/Fraud Lost/Stolen Cards $3,000 per transaction $10,000 per month Purchases of furniture or equipment (exceeding $1,000 per item) are not allowed NMSU is tax exempt on purchases of goods; however the University does pay tax on services and rentals. It is the Cardholder s responsibility to notify the vendor of tax exempt status and obtain a refund if tax is incorrectly charged. It is the Cardholder s responsibility to contact issuing bank immediately to report fraud or disputed transactions. The Cardholder should ensure credits received from the issuing bank are applied to the correct Index and account code. Cardholders must call the issuing bank immediately and notify Procurement Card Coordinator in the event of a lost, misplaced or stolen card. Failure to make timely notifications could result in the department being responsible for unauthorized transactions. Returned Merchandise Cardholders are responsible for ensuring a credit is received and applied to correct index and account code. Maintenance and Retention of Procurement Card Records Receipts are required for all PCard transactions and must be maintained by the department per Cardholder. Cardholders shall follow RMR retention guidelines for PCard receipt imaging. Retention guidelines can be found on PCard website at http://pcard.nmsu.edu In the event that a receipt cannot be obtained, a missing receipt form is available at http://pcard.nmsu.edu/pcard_forms/ 33

PCard Transaction Processing Cardholders have six (6) calendar days from the date of PCard system notification to reconcile a statement in the PCard system. If the statement is not processed within the allotted timeframe, the statement will be forwarded to the designated approver and the cardholder will receive a delinquency notice. Receipt Attachment Cardholders shall submit into PCard system a legible receipt imaging packet that includes issuing bank s coversheet, Cardholder statement and vendor receipts for every statement cycle with activity Employment Status Change Upon termination of employment, change to temporary status or transfer to another department, the PCard must immediately be turned in to Accounts Payable. Declining Transactions Only decline transactions in the PCard system that are unallowable purchases Enter a description of the reason for the decline for each declined transaction in the PCard system Exceptions Any approved exceptions shall receive a written confirmation from the Procurement Card Administration. A copy of the exception shall be included in the Cardholder s receipt imaging packet. I have acknowledged that guidelines have been provided to me on the use of the Procurement Card Systems and my responsibilities as a Procurement Cardholder. Acknowledgement of Responsibilities: X Signature of PCard Applicant Today s Date X Signature of CLPD Representative Today s Date 34

Appendix B: APPROVER AGREEMENT Print Name: Aggie ID: APPROVER AGREEMENT An Approver of Procurement Card transactions must be aware of the PCard limitations and authorized usage. An Approver/Backup Approver checklist is provided below. Please initial beside each item upon review.\ PCard Transaction Processing An Approver has seven (7) calendar days from the date of PCard system notification to review and approve a statement. A subordinate should not be officially assigned as the Approver of the transactions of their direct supervisor. An Approver should be an individual with sufficient knowledge of the type of business that the Cardholder conducts, in order to add value to the approval process and ensure purchases are appropriate. An individual may not be the final departmental approver of his or her own PCard transaction. Receipt Attachment Approvers/Backup Approvers should ensure the receipt imaging packet submitted into the PCard system is legible and properly attached. The packet should include issuing bank s coversheet, Cardholder s statement and vendor receipts. Deadline missed by Cardholder If a PCard statement is forwarded to the Approver, for which a cardholder missed the deadline, it is the Approver s responsibility to enter a purpose, account, index, and description into the PCard system. Additionally, the Approver/Backup Approver should submit the receipt imaging packet into the system. Fiscal Responsibilities If a transaction is declined as unallowable in the PCard system, an email must be sent to the PCard Coordinator by the decliner to notify of unallowable transaction. A receivable for the unallowable transaction will be set up in the Cardholder s name by PCard Administration. The Cardholder will be notified of the unallowable transaction and balance of the amount due. It is the Cardholder s responsibility to remit payment for the unallowable charge. NMSU is tax exempt on purchases of goods; however the University does pay tax on services and rentals. It is the Cardholder s responsibility to notify the vendor of tax exempt status and obtain a refund if tax is incorrectly charged. 35

If a vendor applies tax to a purchase, the amount of the tax must be split from the remaining transactions. The Cardholder is responsible for receiving a credit for the tax and ensuring it is applied to the correct index and account code. Verify that a transaction amount does not exceed the $3,000 limit, per transaction per vendor. Purchases of equipment (exceeding $1,000 per item) are not allowed. Verify no contracts are associated with the purchase. If a purchase needs to be applied to multiple index numbers and/or account codes, the transaction can be split in the PCard system by amount or percentage during the reconciliation period. Maintenance and Retention of Procurement Card Records Receipts are required for all PCard transactions and must be maintained by the department per Cardholder. Cardholders shall follow Records Management Retention Office guidelines for PCard receipt imaging. Retention guidelines can be found on PCard website at http://pcard.nmsu.edu In the event that a receipt cannot be obtained, a missing receipt form is available at http://pcard.nmsu.edu/pcard_forms/ Exceptions Any approved exception shall receive a written exception approval from the Procurement Card Administration. A copy of the exception shall be included in the cardholder receipt imaging packet. I have acknowledged that guidelines have been provided to me on the use of the Procurement Card Systems and my responsibilities as a Procurement Card Approver/Backup Approver. Acknowledgement of Responsibilities: X Signature of Approver Applicant Today s Date 36

Appendix C: APPROVE/DECLINCE DEFINITIONS CCER Selection Description Example Approved Approved PCard Allowable and University Allowable charges Approved-Fraud Approved-Fraud Fraud activity has been identifed and WellsFargo has been alerted with proper documentation Approved-Misuse Approved-Misuse PCard Unallowable but University Allowable purchase Declined-Agency Fund Agency fund purchase Agency funds are used to pay for purchase Declined-Awards Employee Awards Employee awards are purchased Declined-Employee Uniforms Employee Uniforms Employee uniforms are purchased Declined-Gasoline Gasoline Gasoline is purchased Declined-Gifts Gifts/gift cards Gift card purchased Declined - Multi Year Multi-year service agreement Purchase is part of a multi-year or formal contract agreement or a contract exists Declined - NMSU Internal NMSU internal purchase Payment is made to a NMSU entity Declined - O/C meal Off-campus business meal Business meal are purchased off-campus Declined - Other Other misuse Other type of purchases not allowed on the pcard as indicated in NMSU Business Procedures Manual Declined - Personal Personal use Purchase is for personal use Declined - Professional Service Professional services requiring Payment for professional contract service contracts Declined - Sales Tax Unallowable Sales Tax Sales Tax is charged on goods Declined - Travel Travel-Related Expense Payment for travel expenses such as hotels, vehicle rentals, flights, etc. Declined freight on cap Freight on capital equipment Freight is being paid for capital equipment shipment 37