Transcript Document 7792543

Transactions Review
Cardholder Guide
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San Diego State University
Procurement Card
October 2006
Contents
General Purchasing Card Policies
Approval Process Timeline
Log In Procedures
Transactions Review Navigation
Reallocating Transactions
Updating the Description Field
Save and Approve Procedures
Splitting Transactions
Disputing Transactions
Creating Your Expense Log Report
Preparing Your Receipts
Helpful Tips For Transactions Review
Where To Find Help
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SAM Transaction Review Cardholder Guide
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October 2006
General Purchasing Card Policies
Your card is for University business
purposes only.
Do not lend your PCard to others for
use. Keep your card in an accessible,
but secure location.
You are responsible for providing
original documentation and monthly
statements (SAM Expense Log
Reports) for timely reporting of all
purchases (within 8 working days of
1st of Month).
Misuse of your card will result in
disciplinary action as set forth by
SDSU PCC Policies and Procedures.
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SAM Transaction Review Cardholder Guide
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October 2006
General Purchasing Card Policies
Cardholders have monthly and single
purchase limits.
Cardholder limits refresh each cycle.
Your account cycles on the 22nd (or the
next business day) of each month.
Merchants are not allowed to split your
transactions.
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General Purchasing Card Policies
Your card should only be used for approved vendors, as outlined by SDSU Policies and
Procedures. Please refer to SDSU’s Accounts Payable site at http://bfa.sdsu.edu/ap/index.htm
for more detailed information.
Purchasing cards are not authorized for cash advances.
Personal charges are never permitted on your card.
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Approval Process Timeline
A charge is made with
the PCard within the
current cycle.
The purchase is loaded
into the Transactions
Review system 24-72
hours from the
Your cycle ends on the
transaction’s post date.
22nd (or next business
Default accounting
day) of each month.
from the cardholder’s
application is applied to
Cardholder and
Approving Official have the new line item.
5 business days after
end of cycle to approve
transactions online.
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Cardholder logs into
Transactions Review to
approve and allocate
transactions posted
through the cycle end
date of the current
month.
After the deadline all
purchases are sent to
the General Ledger.
Failure to approve
transactions online
within 5 working days
of end of business
cycle (22nd) will result
in suspension of your
PCard. 3 consecutive
cycles will result in
permanent closure.
Log in Procedures
From your internet browser go to
https://gesamservice.corpcard.com
Enter your Database Name,
“csu_sandiego”.
Enter the last 8 digits of your
PCard account number as your
Logon ID.
The first time you log in, your
Password will also be the last 8
digits of your PCard account
number.
In the future Reset your own
Password here or use Forgot
Password to assist you in
remembering your password. If you
still cannot log in, contact
[email protected].
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Log in Procedures
Upon First Log In New
Cardholders will be required to
reset their Password, using this
criteria.
Verify that your current E-mail
address is listed or input
correct one.
Enter your Old Password as
the last 8 digits of your Pcard
account number, then create
and confirm a New Password,
using the criteria listed above.
Select a Challenge Question,
then input the Response to be
used if you forget your
Password in the future.
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Transaction Review Navigation
1.
2.
3.
4.
5.
Go Home, Access the Transaction Review screen, or Change Password/E-mail.
Find help or log out of the system.
Review important messages and helpful tips from Accounts Payable.
Access SDSU’s Accounts Payable site for Policies and Procedures.
In the future this area will indicate your compliance to SDSU’s PCard policies.
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Transactions Review Navigation
6. Display Tab: Toggle between single line and double line display.
7. Dispute Tab: Initiates dispute process and provides dispute confirmation number.
8. Reports Tab: Create, save and print your Expense Log Report.
9. Search Tab: Search for a particular transaction within your account.
10. Next and Last Tabs: If reviewing more than 25 transactions, use these tabs to navigate
between screens.
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Transaction Accounting Code Fields
1.
Each transaction will automatically be assigned default accounting based upon cardholder
information at time of account issuance. If your cardholder defaults must be changed for any
reason, please contact SDSU Accounts Payable, Sharon Danner at 619-594-2915.
Account
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Department ID
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Reallocating Accounting Codes
2.
To reallocate a transaction using an accounting code different than the default, highlight and
delete the default accounting code.
3.
Click on the Gray box ( …) and search to view all valid codes and descriptions in the
Transactions Review system. If you are unsure of the appropriate accounting code for a
particular charge, please send an inquiry to [email protected].
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Searching Accounting Fields
After Clicking on the “…” button, click the Find button to view all available accounting codes.
You can narrow your search by entering an accounting code using operators such as “begins
with” or “contains”.
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Selecting Accounting Fields
5.
Double click on the accounting code you wish to use from the listing. The code you have
selected will be automatically entered into the appropriate accounting field of the transaction.
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Updating The Description
If “Purchasing Card Item” or “Transaction Line Item” is listed in the Description field, you must
enter a specific description of what was purchased.
1.
Highlight and delete the generic description from the Description field, then enter a specific
description of what was purchased. If there are numerous items under one transaction, simply
list the three most costly items in the description field.
Use Additional Comments Section to add any information pertinent to the transaction.
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Save and Approve Procedures
1.
After you have made any changes to the Transaction Detail Record, click on the Save button.
You will receive a message that states: “Changes have been saved”. Click OK.
Please Note: If you do not need to edit the Accounting or Description fields, the save box will
remain grayed out. In this case, you may skip to step 2 of these procedures. (If the Save
button is grayed out, but you have made changes, click anywhere outside of the field you last
made changes to. The Save button will now be available.)
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ProcurementCard
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Procurement Card
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Save and Approve Procedures
2.
Once you have saved your changes, click on the Approve box within the line item.
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ProcurementCard
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Procurement Card
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2006
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Save and Approve Procedures
To undo your changes, click on the View Original button, then select “Revert to Original” from
the options given.
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Splitting Transactions
To split a transaction two or more ways by amount or %, click on the “Split” button in the
Transaction Detail Record.
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Splitting Transactions
2.
You may change the Number of Splits to be made using the drop box.
3.
Determine whether you would like the charge split by Percentage or Dollar Amount.
4.
Click the “Save” button once you have completed your split charge set up.
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SDSU
ProcurementCard
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Procurement Card
October
2006
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Disputing Transactions
1. Select the Dispute Tab and a new window will open with the transaction info.
2. The new window prompts the dispute details to be entered.
3. By clicking submit, the database will provide a dispute confirmation number and initiate the
dispute process with GE CPS.
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SAM Transaction Review Cardholder Guide
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Creating Your Expense Log Report
Click on Reports and select
Expense Log Report.
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Creating Your Expense Log Report
Enter the date range for the cycle
you are reconciling (refer to
reminder e-mail from Accounts
Payable) and sort by post date
using the dropdown menu.
Click the Create Report button.
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SAM Transaction Review Cardholder Guide
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Creating Your Expense Log Report
Print Expense Log Report, sign and
attach all original receipts and
submit to Accounts Payable.
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SAM Transaction Review Cardholder Guide
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October 2006
Preparing Your Receipts
Ensure your receipts are legible and
have a date and dollar amount.
Mail original receipts only after you
have approved the items in
Transactions Review.
Please do not send multiple copies of
the same receipt.
Lost Receipts: Try to obtain a
duplicate receipt from the supplier. If
you are unable to obtain a duplicate
receipt, complete the Lost Receipt
Form. Send the completed Lost
Receipt Form with your other receipts.
Tape small receipts to an 8 1/2 x 11
piece of paper prior to submitting to
AP to avoid lost documentation.
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Helpful Tips For Transactions Review
Log into Transactions Review to
approve your charges on a frequent
basis to prevent feeling overwhelmed
at the end of the month.
Be sure to navigate using the “Next”
and “Last” buttons within Transactions
Review. Using the “Back” or
“Forward” button on your browser may
log you out of the system.
If an item is in dispute, you are still
required to mark it as approved in
Transactions Review. If a credit is
issued as a result of your dispute, the
credit will appear as a new line item
for you to approve. You must approve
the credit to the same accounting as
the original debit.
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Where To Find Help
The GE customer service number is
printed on the back of your card.
Representatives at this line will assist you
with the following items: Declines,
Lost/Stolen Cards, Disputed or
Fraudulent Charges, Name/Address
Changes.
Please direct all Transactions Review
questions (passwords, navigation, etc.) to
your PCard Administrator at
[email protected].
If you receive connectivity errors while
using the Transactions Review system
(excluding password and navigation
issues), please contact the GE Help Desk
at: 1-800-464-3603, Option 3 and also
alert the PCard Administrator.
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SAM Transaction Review Cardholder Guide
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