Transcript PCard Reconciliation & Fiscal Officer Approval Supplemental

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PaymentNet
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Departments will use UAccess Financials and no longer use
PaymentNet for reconciliation & approval. PCard transactions
will post to the Action List of the Reconciler workgroup
associated with each PCard.
Workflow/Approval
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Reconciliation and Approvals are still mandatory.
– There are 14 calendar days for this process
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PCard transactions will continue to post to a group of assigned
Reconcilers, but will no longer be routed to an Approver by
cardholder, they will route to the Fiscal Officer of the account(s)
the transaction was reconciled to.
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Fiscal Officers will not see posted PCard transactions until they
are routed for approval (after they are reconciled); However,
Fiscal Officers will be able to create and run saved queries to
locate pending PCard transactions for their department.
Workflow/Approval (Cont.)
 Cardholders and Responsible Cardholders of Dept. PCards are
still required to turn in all “original” receipts to the reconcilers
in the workgroup. This process has not changed.
Workflow (Fabrication)
– PCard transactions will now route for approval to Property
Management for fabrication expenses under $5,000 once the
Fiscal Officer completes their approval process.
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Split Funding
 PCard transactions can be split funded using any valid
University account. Transactions must be split by dollar
amount (not percent).
Return To Reconciler
• Fiscal Officers have the ability to “return” a PCard transaction
to the Reconciler(s) to make changes and then resubmit the
document for Fiscal Officer approval.
Cardholder Notification
• PCard transactions will post an ‘FYI’ to Cardholders in their
Action List. Cardholders can mass delete ‘FYI’ notifications if
desired.
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Pending GL Entries
• PCard transactions will reflect as pending GL as soon as they
post to UAccess Financials.
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Use Tax
• Use Tax will now encumber on PCard transactions as soon as
they post to UAccess Financials. Changing Use Tax criteria on
a PCard transaction will update the pending GL’s. Use Tax
will continue to post as separate GL entries for easier
reconciliation.
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Documentation
• PCard documentation will continue to be submitted centrally
as today. A link to the scanned image will be available in
UAccess Financials on the transaction once scanned by FSO.
While all PCard transactions will be viewable by all
departments, only users associated with a specific PCard
transaction can link to the scanned image.
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Disputing Transactions

Disputes will no longer be process via the PaymentNet system.
UAccess Financials will link within the Transactional document
to a dispute form.
 PCard Administration must be contacted and the situation
discussed prior to initiating a dispute.
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Cardholder Information

Cardholder Information is available in UAccess Financials
which includes PCard default information, limits and reconciler
workgroup assignment.
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The Cardholder Information is viewable by all departments.

Credit card numbers are masked to the last four digits.
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Reporting/Queries
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Departments will use BI for reporting; UAccess Financials for
basic queries. Many PaymentNet reports were mirrored/created
in BI.
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These Reports are located on the General Purchasing Card
Dashboards
There are two tabs within this General Dashboard that contain
reports.
 Cardholder
 Transactional
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Common Terms
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Transaction Date = Date Merchant runs the PCard
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Post Date= Date the Transaction Posts to bank
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Create Date= Date the Transaction is loaded into UAccess
Financials and e-doc is created (Starts the calendar on
reconciliation and approval process)

Transaction ID= unique # associated with banking system for
each purchase
Resources:
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UPK Tutorials
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SuperUser Listing
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The 24/7 IT Support Center Call: Contact the 24/7 at 626-TECH
http://mosaic.arizona.edu/kuali_financial_system/training
http://mosaic.arizona.edu/fs-superusers
(8324).
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Additional Resources
http://mosaic.arizona.edu/kuali_financial_system/go-live-support
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PCard Policy Manual http://www.pacs.arizona.edu/pcard_policies_manual