Transcript PCard Training 11/6/2015 Introductions  Dawn East, Program Administrator  (618) 650-3257  [email protected]  Jeanette Anderson, Program Administrator  (618) 650-2859  [email protected]   SIUE Purchasing: Box 1012 (618) 650-3251 (FAX) 11/6/2015

PCard Training
11/6/2015
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Introductions

Dawn East, Program Administrator
 (618)
650-3257
 [email protected]

Jeanette Anderson, Program Administrator
 (618)
650-2859
 [email protected]


SIUE Purchasing: Box 1012
(618) 650-3251 (FAX)
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PCARD TRAINING

All reviewers and approvers must attend
training prior to receiving access to the
PaymentNet software. After submission of
required forms, Pcard Administrator will
schedule training directly with each
individual. Cardholders will receive Pcard
orientation at time of card pickup.
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To locate Pcard forms and other information, go to www.siue.edu/purchasing. On
the left hand side or at the top, click on Pcard.
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On the Pcard page, click on the Forms link on the left side of the page.
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Here are all the forms and training materials.
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PERSONNEL CHANGES

Administrator must be notified at the
earliest possible date, by email, when a
cardholder leaves the University or
transfers to another department.
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PCARD DEPARTMENTAL
INFORMATION FORM SAMPLE
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SIUE PCARD ACCOUNT
REQUEST FORM SAMPLE
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PCARD ACCOUNT REQUEST
INSTRUCTIONS
1.
Always print the current cardholder account request
form from the Purchasing website. Requests for new
cards or any personnel changes, i.e., Card Reviewer
modifications, etc., require submission of the following
forms ONLY:
a.
b.
2.
3.
Departmental Information Form
SIUE Pcard Account Request Form
Cardholder’s name should be typed/printed exactly as it
appears on their SIUE identification card.
The cardholder, reviewer and approver must all sign the
SIUE Pcard Account Request Form where appropriate.
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PCARD AGREEMENTS
The following agreements:



Pcard Cardholder Agreement
Pcard Departmental Card Manager Agreement
Pcard Approver Agreement
are available at
http://www.siue.edu/purchasing/staff/pcard_guide.shtml.
These agreements are to be read and acknowledged by
signature on the SIUE Pcard Account Request Form.
Signature indicates that signee has “read and
understands” the agreement for their respective function.
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PCARD CARDHOLDER
AGREEMENT SAMPLE
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PCARD DEPARTMENTAL CARD
MANAGER AGREEMENT SAMPLE
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PCARD APPROVER AGREEMENT
SAMPLE
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To locate your AIS Unit Number (NOT Banner DDU Number), go to the AIS home
page: http://ais.siuc.edu and click on Special Searches.
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The Special Searches Page is broken down into two (2) sections: Financial Applications and
Purchasing/Procurement. Under the Financial Applications, click on the last link FAS Crosswalk –
Edwardsville Only. This link will bring up a spreadsheet of accounts.
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When the spreadsheet comes up, you can do a Find (Ctrl+F) and look for one of your budget purposes. Column D
will show you the unit that particular budget purpose belongs to.
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PCARD TRANSACTION
VERIFICATION
Any verification (email order confirmation, packing slip,
invoice included in package, etc.) from the VENDOR or
some other notation of purchase in lieu of receipt (i.e.,
phone orders where receipts are not readily available)
which contains the following information:
 Vendor Name
 Transaction Date
 ITEMIZED Pricing
 All receipts MUST be signed by the cardholder.
 Transaction number must be written on the receipt
 PCE# (Pcard Except Number), if applicable, written on
receipt
 TRAVEL: No change in verification requirements =
receipts or screen print (Transaction ID # optional, but
helpful)

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RECORD RETENTION
Documentation must be retained for six (6)
prior years plus the current year.
 Original receipts attached to the original
statement filed by cardholder by month
 Copies of receipts may also be filed by
purchase or by account, thereby assuring
consistency of record keeping

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DEFINITIONS:

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Account = Credit Card Number
Accounting Codes = AIS Budget Purpose, etc.
Reviewer = Reconciler, DCM (Departmental
Card Manager)
Transaction I.D. # = Order/Transaction Number
Pass Phrase = Password
Exported = Extracted/Costed
Transaction Notes = Description/Comments
Hierarchy = AIS Unit Number
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PCard Training
Logging into the PCard
(PaymentNet) System:
www5.paymentnet.com.
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(in front of @siue.edu)
startup1 (first password)
This is a system
message. If it is green,
then everything was
done successfully.
However, if it is red, it is
an error message and it
will tell you exactly what
happened, is missing, or
is invalid. Please read
them carefully.
If you forget your password, call the
Program Administrator at Ext 3257.
Do NOT use the link for “Forgot your
Pass Phrase?” It doesn’t work.
The recommended browser to use for PaymentNet is Internet Explorer. If using a MAC and you were in CCSI (the previous
software), you can access PaymentNet in the same manner.
When you first log into PaymentNet, you will be requested to change your pass phrase/password. In this training I will be using
the term password. The new password is to be 8 characters in length, mixed case, and alpha-numeric. The password changes
every 90 days. You can cycle your passwords after 6 times.
The system will automatically lock your e-ID after five (5) unsuccessful attempts of logging in.
After 20 minutes of inactivity in PaymentNet, PaymentNet will automatically log you out.
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Do NOT utilize red X at upper left hand corner of
browser window to log out of PaymentNet.
Home Page Contact
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Log out
My Profile
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SIUE HOME PAGE
Message Board: Messages will be posted here
from J P Morgan Chase Bank or the Program
Administrator
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Shortcut links to
transactions that
require either to be
reviewed or approved.
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SIUE CONTACT PAGE
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MY PROFILE PAGE
First part of setting up Email Notifications
Click here
to change
your
password.
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Fill in your email address if it isn’t already
listed or correct your email if it is listed.
Check either
Transactions for
Review or
Transactions for
Approval.
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Second Part of Email Notification Set-up:
To add PaymentNet as an approve sender in the SIUE Spam Email filter
software, go to www.siue.edu home page and click Faculty & Staff.
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Under Faculty & Staff, the Spam E-mail Filter link is on the right side in the
Online Services links.
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Sign in with your e-ID and password. It will take a moment to load as it is loading
the blocked messages received.
e-ID
Email password
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Once you are logged on, on the left hand side are some links. Click on
Approved Senders and you will be able to add the PaymentNet mail server to
the Approved Sender List.
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A small window will open. In the upper right hand corner of the window, click
on Add Sender
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After clicking on Add Sender, another small window will open where you will be
able to insert any address that you don’t want blocked from your email. Insert
[email protected] in the field to add address.
Click on Add Sender. It will return you to the listing of approved senders. You can now
log out. This will allow the email notifications of transactions awaiting review or approval
to be sent from PaymentNet.
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PCard Training
Reviewing and/or Approving
Transactions
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The Approval Status starts out as New, then
goes to Reviewed and finally Approved.
Date transaction
was charged
Order Number
Date
transaction
was posted at
JPMC and
SIUE
Summary list can be sorted by any of
the underscored column headings.
Credit Card account
number NOT AIS Account
number
Cardholder’s
Name
In the Summary List, click anywhere in the transaction line of the transaction
you are working with. It will open up a Transaction Detail window.
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Transactions in dispute
are indicated by the solid
colored squares at the far
left of the lines.
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Red indicates dispute has started.
Yellow indicates dispute in process.
Green indicates dispute has been resolved.
These emblems indicate Level 3 detail
information available from the vendor. This is
informational only. Some vendors may
indicate that they have Level 3 but nothing is
listed.
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Click in the line of the transaction that you want to open the transaction detail window.
The Approval Status will either be “New” or “Reviewed”.
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Once the transaction has been approved the
Approval Status will change to “Approved”.
When the transaction has been approved, it
is ready to be exported to AIS. A green
check mark indicates that the transaction
was exported to AIS.
A transaction’s accounting codes and/or
custom fields can be changed or corrected
up until it has been approved.
Transactions need to be reviewed and
approved within 10 days of the transaction
date to be on the most current Fiscal Officer
Reports.
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This is the Transaction Detail window. If a copy of the transaction is required for a travel voucher, go to File>Print for a
screen shot. State Account Transactions: State accounts expire June 30. For transactions (ordered) prior to June 30,
but not posted until after July 1st, check the “Post to Previous FY” check box in the Transaction Custom Fields.
This will return you
to the Summary List.
Review and
Approval
checkboxes
Default
Cannot make
changes here
on the left. This
information is
from JPMC and
the vendor.
Default
AIS Budget Purpose
-- REQUIRED
Default
Default
REQUIRED Pull down list
REQUIRED Pull down list
Applies to State Accounts on at FY Year End
Employee’s Banner ID
REQUIRED for
Property
Control/Inventory
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Inventory Location
AIS Unit Number
N/A
REQUIRED –
Description/Comments Field
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Partial listing of the Parent
Objects. The main one work
with are 4300, 4400, 4700,
5100, 5300, and 6700. The
other codes are utilized by
SIUC.
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Once the Parent Object is
chosen, the Object pull
down list will include only
the Objects for that
particular Parent Object.
The only Objects that are
required to be used is the
Not Elsewhere Classified
(NEC) Objects.
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Parent Object Codes and Not Elsewhere
Classified Object (NEC) Codes
AIS 4300 – Travel
4346 – In-State – Payments to Vendors
4386 – Out-of-State – Payments to Vendors
AIS 4400 – Equipment
4423 – Equipment, NEC
AIS 4500 – Commodities
4536 – Commodities, NEC
4542 – Equipment under $100 NEC
AIS 4700 – Contractual Services
4725 – Contractual Services, NEC
AIS 5100 – Operation of
Automotive (Transportation ONLY)
5120 – Automotive Expenses, NEC
AIS 5300 – Telecommunication
5375 – Telecommunication Services, NEC
AIS 6700 – Merchandise for
Resale
6715 – Commodities NEC
6730 – Equipment under $100 NEC
The other Parent Object Codes and Sub-Codes are not required to be utilized by SIUE.
If you find an object code that fits the transaction, you may use that object code.
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Pcard Object Code Definitions
To assist in determining the proper Parent
Code and Subcode to assign to an item
purchased with a procurement card
(pcard) and to eliminate coding errors, the
Parent Code and Subcode are listed on
the next few slides with a brief description
and examples of items that should be
assigned to a particular code.
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AIS 4300 – Travel



Meals may NOT be charged on the pcard.
(Transaction Notes should include “WHO”,
“WHERE” and “WHY”.)
4386 – Out-of-State Travel – Payments to a
vendor for airline tickets, lodging, rental car,
shuttle, taxi and parking for trips outside the
State of Illinois.
4346 – In-State Travel – Payments to a vendor
for airline tickets, lodging, rental car, shuttle, taxi
and parking for trips outside the State of Illinois.
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AIS 4400 - Equipment

4423 – Equipment Not Elsewhere Classified –
Limited to individual equipment items costing at
least $100 but less than $3500. Items
exceeding $3500 require a purchase requisition.
Memory upgrades costing over $100 (for
specific equipment) would also be coded as
equipment. Not used to code purchase of
telecommunication equipment; see Object Code
5375.
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AIS 4500 - Commodities
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4536 – Commodities Not Elsewhere
Classified – Consumable supplies costing less
than $100 (NEW toner cartridges costing over
$100 are coded “commodities”).
4542 – Equipment Under $100 Not Elsewhere
Classified – Non-consumable supplies,
including individual equipment costing under
$100.
Not for use with purchase of telecommunications
supplies; see Object Code 5375.
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AIS 4700 – Contractual Services

4725 – Contractual Services – Services to be
performed by an external vendor (REFILL of
toner cartridges); includes registration fees for a
conference or workshop, subscriptions,
advertisements in publications, student travel,
equipment repair and computer software. Does
not include services related to
telecommunication equipment, Object Code
5375.
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AIS 5100 Operation of Automotive
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For use by Transportation ONLY
5120 – Repair & Maintenance, Auto
Equipment
5123 – Auto Expenses, Not Elsewhere
Classifed
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AIS 5300 - Telecommunication

5375 – Telecommunications – All
communications related equipment, consumable
supplies or services. Examples include repair of
a fax machine, toner cartridges, installation of a
modem, rental or purchase of page and the
purchase of consumable supplies to be used
specifically in communication applications.
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AIS 6700 – Merchandise for Resale
6715 – Resale – Commodities Not
Elsewhere Classified – Consumable
supplies for resale.
 6730 – Resale – Equipment Under $100
Not Elsewhere Classified – Nonconsumable supplies for resale, including
individual equipment items costing less
than $100.

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CODING QUESTIONS
Any questions related to the assignment of the
proper expenditure code to a Pcard transaction
may be directed to either:
1. Candice Stoverink, Administrative Accounting,
Ext. 5018 or [email protected]
2. Gina Grace, Purchasing, Ext. 3522 or
[email protected]
3. Dawn East, Pcard Program Administrator,
Purchasing, Ext. 3257 or [email protected]
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This is a successfully reviewed Transaction. Once the reviewer has put the additional information in the transaction
detail window, clicked in the Reviewed box, and then click on Save on the left. The transaction is now ready to be
approved. Approvers follow the same process as the reviewers, except that they don’t have to add any additional
information unless changes are necessary. The approvers click in the Approval 1 box by their name and then click
on Save. The transaction is now ready to be exported to AIS.
This will return you
to the Summary List.
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JPMC Training
Splitting Transactions:
Either by Budget Purpose,
Object Code, or Employee
Travel
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The process of splitting a transaction starts out the same way of reviewing or approving a transaction. After you
click on a transaction line and get to the transaction detail window, you will be able to add lines to the transaction
for the split.
Click on Add
Lines
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Enter the number of lines that you need for
the split in the fill in box that comes up after
you click on Add Lines.
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In this sample we are adding two (2) lines to
split the transaction 50/50.
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PaymentNet will automatically equally split the transaction by the number of
lines added.
Click here to remove all lines
at one time if the split is not
needed. You will receive a
warning about removing all the
lines. You cannot “Undo” the
action; however, you can redo
the process of adding lines.
The Line Level
Accounting box
must be checked
for split
transactions.
Click on the triangle
before each line item
to open the
accounting code
detail per line
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Split transactions can be
adjust by any of these fields
(# of Units, Unit Price, or
Percent). PaymentNet will
automatically adjust
subsequent lines.
Click on the trash can
at the end of the line
item to remove that
particular line.
Click on the + to add
as many lines as
required for the split.
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This is the
line item
detail.
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PCard Training
Disputing a Transaction
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If the cardholder and reviewer are two (2) different persons,
they must have a close working relationship. The cardholder
must tell the reviewer if something is wrong with the billing or
the item as soon as possible so that the reviewer can dispute
the transaction.
Disputes are now handled online through PaymentNet by the
reviewer (electronic or fax requests). If personal contact
(phone call or signature) to be made to JPMC, the cardholder
must do that contact.
Disputes must be filed within 60 days of the transaction date.
Transactions must be reviewed and approved as soon as
possible, but will not prevent a dispute.
Disputes can be started even if the transaction has been
previously approved.
Disputing a transaction should not be used as a tickler item or
reminder that something needs to be taken care of since the
dispute is communicating directly with JPMC.
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Click in the line of the transaction that you want to dispute to open the
transaction detail window.
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Click on Dispute to Dispute
the Transaction.
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A transaction summary window will open showing the basic information
about the transaction that is to be disputed.
The email address defaults to the
person that is signed on. It can be
changed if necessary.
This is a pull down list of the most
common dispute reason. You will
select the reason that fits the situation
best. After choosing the reason,
additional information will be required
to be entered. The following screens
show the reasons and the additional
information required for each.
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Listing of most common
dispute reasons.
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Dispute Reason: Above-mentioned charge is not recognized.
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Dispute Reason: Billed for an incorrect amount.
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Dispute Reason: Billed more than once by the same merchant.
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Dispute Reason: Canceled: Merchant/Service/Airline Ticket/Hotel Reservation.
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Dispute Reason: Canceled: Merchant/Service/Airline Ticket/Hotel Reservation.
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Dispute Reason: Canceled: Merchant/Service/Airline Ticket/Hotel Reservation:
Airline Ticket.
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Dispute Reason: Canceled: Merchant/Service/Airline Ticket/Hotel Reservation:
Hotel Reservation.
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Dispute Reason: Canceled: Merchant/Service/Airline Ticket/Hotel Reservation:
Merchandise.
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Dispute Reason: Canceled: Merchant/Service/Airline Ticket/Hotel Reservation:
Service.
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Dispute Reason: Charged for purchase that was paid by other means.
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Dispute Reason: I did not authorize this charge.
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Dispute Reason: Merchandise not received that was to be shipped.
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Dispute Reason: Merchandise/Service was received damaged or not as
described.
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Dispute Reason: Merchandise/Service was received damaged or not as
described: Merchandise.
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Dispute Reason: Merchandise/Service was received damaged or not as
described: Service.
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Dispute Reason: No credit issued for merchandise returned to store.
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Dispute Reason: Other: Detailed information attached describing dispute.
Once you have chosen
the dispute reason and
filled in the required
additional information,
click on the Submit button
in the upper left hand
corner of the window.
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After submitting the dispute notification to J P Morgan Chase, they will send you a Transaction Dispute
Confirmation. Please read this very carefully as they are giving you additional directions regarding your
transaction dispute. The confirmation for each dispute reason will be slightly different than the one given here.
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PCard Training
Running Queries
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To locate a transaction out of many
transactions, you can do a New
Query.
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You can do a quick query for
any of these fields listed in
this pull down list.
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After choosing the field you are wanting to
query on, enter the word (at least 3 letters) in
the blank screen that you are looking for and
then click on Go.
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The summary list will show the transactions that meet the criteria you chose in the New Query. You can
then sort the listing by any of the underscored column headings.
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For queries that need additional criteria set up, you can either click on Advanced next to the “New Query” fields or go
to Transactions/Query in the pull-down menus. Either way will bring you to this screen. You can query transactions
by several different fields at one time.
Column
Headings
Remove line
of criteria
Optional Criteria –
Rarely needed
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Add more lines
of criteria
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Partial listing of column
headings that can be
queried with.
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Listing of
various
operations
available for
this Query.
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Value that is
being queried
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Sample Criteria filled in. When completed, click on Process.
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The query will bring up all transactions that meet the requested criteria.
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PCard Training
Running Reports
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
We do NOT recommend doing reports out of
PaymentNet. However, here is a listing of the available
PaymentNet Reports:
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Cardholder Listing by Hierarchy
Declines
Pending Review/Approve Report
Statement of Account
Transaction Detail
Transaction Detail by Hierarchy
Transaction Detail with Accounting Codes and Notes
Transaction Detail with Purchase Addendum
Transaction Summary
Transaction Summary by Hierarchy
Report formats include Text, Adobe PDF, MS Excel and
XML. Best formats to utilize are Text, Adobe PDF and
MS Excel.
Some of the reports require a Zip Program – Suggested
Program – jZip available at
http://www.jzip.com/index.php?bt=c, free and easy to
download.
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To create a report, click on Reports/Create in the pull down menus.
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This window lists the names and a brief description of the reports. If you find a report that may work for you,
click on the name of the report to open the criteria window. The criteria window is the same as the criteria
window in Advanced Query.
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Reports can be viewed in several different file formats. The most common used
are Adobe Pdf, Text, or Ms Excel. Click on the file format that you like to use.
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To start entering criteria for the report, click on the plus sign in the very first row.
That will expand the first set of criteria required.
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As in Advanced Query, choose a column heading, operation and value that you wish
to process in the report.
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Listing of column headings for
this particular report.
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Listing of various
operations available
for this report.
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Depending on the Field chosen to query on, different Value(s) requests will be
available.
Calendar
icon
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This set of criteria is ready to be processed. To run the report, click on
Process Report.
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After clicking on Process Report, a summary listing of the reports will be displayed. Any new report that is
processed will have the status of “Submitted”. The window will not automatically refresh. Click on Refresh to
change the status of the report.
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If there is no data found, the system will show in the status column that No Data
Found.
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Once a report shows a status of Successful, you can click on the title and open or
save the report.
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Sample of Report in PDF format.
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Questions?
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