PAYMENTNET at the University of Pennsylvania

1. PAYMENTNET at the University of Pennsylvania New Purchasing Card Management Software Application February 7, 2007

2. Agenda • Project Objectives and Updates • Updating to PaymentNet • PaymentNet System roles defined • PaymentNet Best Practice Process • Quick view of the PaymentNet Application • Next Steps for Senior BA’s • Verification of Roles Assignments • Training Requirements • Questions and Discussion

3. Project Objectives • Enhance the credit card program currently in place • Manage cardholder spend • Monitor overall purchase activity, risk, and compliance • New features in PaymentNet include: • Online Transaction Inquiry and Review • Self-Service Statements and Reports • Management Inquiry Capabilities • Online Transaction Disputes

4. Project Updates • Purchasing Card Administrator is live in PaymentNet Application • Administrative parallel testing is ongoing • New application form now available • Purchasing Card Advisory Team to conduct parallel testing February 28 – March 30 • Go –Live for the application - April 30 • Username and password will be available on U@PENN

5. Updating to PaymentNet What’s not changing with PaymentNet • Cardholder Responsibilities • Maintains supporting documentation • Provides appropriate account information to person performing the reallocation • Prints monthly statement – attaches documentation • Reallocation occurs in BEN Financials based on information received from the cardholder on a weekly basis • Transaction Approver reviews monthly statement with supporting documentation. Transaction Approver signs the statement and files. • Canceling a card, reporting a lost or stolen card • Transaction data history will be available for the last 18 months

6. PaymentNet System Roles defined • Program Administrator- All responsibilities are accessible • Auditor – Read only access for Internal Audit, PWC, AP and Purchasing • Cardholder- review transactions and details, view declines, dispute charges, access to monthly statements • Transaction Approver – Approve the reviewed transactions and verifies notes, runs reports, reallocates in BEN Financials • Manager- School/Center Administrator- reviews all cardholder and TA activity and creates reports

7. PaymentNet Best Practice Process • Cardholder • Online transaction detail available • Review transactions and include detail transaction notes • View and Print monthly statements in PaymentNet • Enter and review disputes • Review declines • P-number will remain the same • Penn Key ID – User Name

8. PaymentNet Best Practice Process • Transaction Approver • Verifies reviewed transactions and detail notes • Review declines and monitor spending • Reallocate in BEN Financials, or assigns to another person • Run reports with querying flexibility • Reviews monthly statement by cardholder and signs off with the detailed notes or attached documentation. • Monthly statement filed by cardholder or Transaction Approver

9. PaymentNet Best Practice Process • Manager • Monitors spending activity of all cardholders in hierarchy as assigned • Monitor real time spending balances • Run Summary or Audit Reports for all responsibilities in their hierarchy with querying flexibility

10. Next Steps for Senior BA’s • Verification of Current Hierarchy • Roles of Cardholder, Transaction Approver and Manager • Assure that each ORG has an assigned Transaction Approver for their cardholders • Spreadsheet will be provided to all Senior BA’s by February 21 for review and verification • Any changes to the existing hierarchy structure must be communicated to the Purchasing Card Administrator by March 15.

11. Next Steps for Senior BA’s Training Requirements • Online Training will be required for all cardholders, transaction approvers and managers who will need access to the PaymentNet application • Access through Knowledge Link URL:http://Knowledgelink.upenn.edu • Two sections, both are required (100% Score) • Section 1: Policies and procedures • Section 2: Application training

12. Login Page

13. Cardholders Transaction List

14. Transaction Approver’s Transaction List

15. Manager’s Transaction List

16. Transaction Detail

17. Standard Reports for Cardholder

18. Standard Reports for Transaction Approver

19. Standard Reports for Manager

20. Sample Query/Report Screen

21. Statement of Account for Cardholder

22. Questions and Discussion Vira Homick homickv@pobox.upenn.edu Cheryl Walker walkercl@pobox.upenn.edu Please submit questions to: pnet@pobox.upenn.edu