UNCG PCard Coordinator Training

1. UNCG PCard Coordinator Training

2. Coordinator Training • Outlines Coordinator’s responsibilities • Provides hands-on training in PCWS • Reconciliation/Order Entry • Setting Default Funds/Accounts • Transaction Approval Reports and other useful techniques

3. Responsibilities of a Coordinator • Gather and maintain receipts of purchases from all cardholders • Reconcile PCard charges for all cardholders by the deadline date • Request cancellation of unused cards and cards for individuals leaving employment in your department

4. Responsibilities of a Coordinator • Assist cardholder with lost/stolen cards and handling fraudulent charges • Assist cardholder with disputed transactions • Notify the PCard Program Specialist of above, as well as misuse of card

5. Responsibilities of a Coordinator • Reconcile travel charges with regular orders – but give copies to the Cardholder for their TRV-1 submission. • Update all cardholders on changes to PCard policies and procedures as needed

6. Reconciliation Timeline • UNCG receives a daily bank feed that includes all transactions posted to our cards the night before. • Emails are sent to all coordinators notifying them if they have transactions to reconcile. • All monthly charges must be reconciled by the 5th of the month. If the 5th falls on a Saturday or Sunday, it will move to the end of day the following Monday. • The monthly statement includes transactions completed from 26th-25th. (For example, transactions from January 26th through February 25th must be reconciled by March 5th)

7. Failure to Reconcile • Departments that fail to reconcile their transactions by the 5th and that do not notify the PCard Department in advance will have their purchases charged to the listed default Banner fund/account for those PCards. • Departments will be responsible for doing journal entries to make any corrections to the funding for these purchases. • Unreconciled PCards will be suspended and the PCard Compliance office will send an email to the PCard Coordinator and Cardholder outlining the steps necessary to reinstate the card(s). • Repeat offenders will face more serious consequences.

8. Keeping Your Cardholders Out of Trouble • Report any suspected personal or unallowable purchases made by your cardholders. • Gather original receipts for all purchases made by your cardholders and make sure vendor name, date, item description & price, and a total is on the receipt. • Make sure only cardholders have access to their card and it is not being shared with others.

9. Keeping Your Cardholders Out of Trouble • Make sure all signatures are on the Transaction Approval Report (Monthly Packet) for all cardholders with purchases on or before the 12thof the month. Additional reviewer signature must be the budgetary authority over the funds used. • Make sure the Gift Card Policy is followed (pre-approval, $50 limit, disbursement log(s), etc.) If gift cards are for confidential recipients then the name of the PI holding the log must be entered into PCWS.

10. Keeping Your Cardholders Out of Trouble • Make sure the 5 W information is provided for all travel related purchases, as well as food, catering, cable/internet, entertainment, flowers, gifts, rentals, theatrical items, etc. (see complete list in PCard User’s Guide.) • Make sure the cardholder has provided information on requests for tax credits if inappropriately charged. Enter this information into PCWS when entering the order for the purchase.

11. Keeping Your Cardholders Out of Trouble • Make sure your cardholders are not splitting up transactions to avoid going over their spending limit. Report suspected cases to the Compliance Auditor. • Use appropriate Funding sources. • Use appropriate Account codes.

12. Accounts Payable & Travel Training • Discusses proper use of Account Codes • Discusses Travel policies and procedures Sign up online at http://freyr.uncg.edu • Select UNCG Workshops and Events • Select Banner Finance (Faculty & Staff Only) • Select Banner Finance Accounts Payable and Fixed Assets

13. Missing Receipt There are three circumstances in which a missing receipt is valid: • International Transaction Fees – charged by the bank for purchases made from international vendors • Erroneous Charges – Include fraudulent charges or vendor charging inappropriately • Credits – Given for fraudulent or erroneous charges, return of items, tax credits, or price differences

14. Missing Receipt Form An electronic missing receipt form is located on the web at http://web.uncg.edu/bss/MissingReceipt. This form must be completed for international transaction fees, erroneous charges, and credits that don’t otherwise have a receipt. The form must be submitted online, which will generate a confirmation email to the cardholder, PCard Specialist, and PCard Compliance.

15. Other Missing Receipts In the event that your cardholder does not provide a receipt for a purchase, ask the cardholder to contact the vendor and document who he/she spoke with, when, and the outcome of the conversation. This information must be put into PCWS when an order is created for the purchase. If still unable to provide a receipt by the reconciliation deadline, the details of the attempt to get the receipt must be entered on the Missing Receipt form and the cardholder will be subject to the appropriate disciplinary action.

17. What is PCard Web Solution (PCWS)? PCard Web Solution is a web based software application that allows for complete reconciliation of PCard charges by acting as an interface between the bank and Banner Finance.

18. Where is it? https://pur.uncg.edu/pcws/ • How do I log in?PCWS uses your Banner INB username and password.Reset your password at http://reset.uncg.edu • Who has access to PCWS? All department coordinators are given access to PCWS, as well as the system administrators and auditors.

19. What is required to use PCWS? • In order to complete the reconciliation process in PCWS, coordinators must have maintenance access in Banner to the funds they are charging purchases against. Go to: http://fsv.uncg.edu/systemsandprocedures/bannerfinsecurity.pdf to obtain the access form. • PCWS users must be able to access the University network in order to use PCWS. Special VPN access is required for those users who are located outside of the UNCG network.

20. PCard cardholders: • Make purchases • Submit receipts with all pertinent information to coordinator • Sign transaction approval report at end of month How the Reconciliation Process Works

21. PCard Coordinators: • Use the information provided by the Cardholder to enter purchases into the PCWS order log • Verify no sales tax charged • Verify appropriateness of purchase • Reconcile charges in PCWS by matching orders (PCWS) and transactions (Bank) – usually a one click process if all information matches • Reconcile at least once a week, and all transactions listed on the previous bank statement must be reconciled by the 5th of the month. How the Reconciliation Process Works

22. PCard Coordinators: • Creates Monthly PCard Packets • include a signed transaction approval report, original receipts for all purchases, and other pertinent documentation (including missing receipt forms) and must be signed by all parties by the 5th of each month. The receipts are attached to the transaction approval report in the order they appear on the report. • Verify that all transactions submitted via PCWS have posted correctly to the proper university fund • Using Banner, Genie, or ePrint How the Reconciliation Process Works

23. PCard Program Specialist: • Oversees the download of PCard transactions from bank into PCWS • Uploads reconciled transactions from PCWS into Banner Finance on a daily basis (Monday-Friday) • Checks PCWS for unreconciled charges and takes appropriate actions How the Reconciliation Process Works

24. PCard Compliance Auditor: • Reviews daily transactions for appropriateness • Periodically reviews departmental PCard Monthly Packets for propriety. These compliance reviews are meant to ensure purchases are made in accordance with State, University and PCard policies. • Administers Disciplinary actions as outlined in the PCard Users Guide How the Reconciliation Process Works

25. For anyone using the PCWS software, there are 4 terms that will make it easier to understand how the system works: • Order • Transaction • Match • Reconcile

26. Order – After a purchase has been made, Card Coordinators will enter a new order into the PCWS order log for that card. • Transaction – After the bank statement has been downloaded into PCWS, there will be a transaction summary report available to view. A transaction is a charge that shows up on the bank statement.

27. Match – After the bank statement has been downloaded into PCWS, it is necessary to match the orders that the Coordinators have entered into PCWS to the list of transactions provided by the bank. (This is usually a one click process) • Reconcile – Once a purchase has been matched, it will show in the system as “reconciled”. The final step – DONE button.

28. Reconcile = match orders (PCWS) to transactions (Bank) Once the DONE button is pressed, a file is created and the expenditure appears in Banner and Genie in 2 days.