PCARD ONLINE PROCESSING Beginning October, 2011, all Citibank Purchasing Card Statements will be processed in HTE by each cardholder or their representative. This new process will allow COSA to process a one-time payment to Citibank each month, as well as ensure that our payment is made by the due date within the limits established by the Texas Prompt Payment Law 1

2 Table of Contents What’s Changing…………………………………………………………………… Overview of New Process………………………………………………………… Cardholder Responsibilities…………………………………………………………...5 Supervisor/Manager Responsibilities…..…………………………………………….6 Purchasing Department Responsibilities…………………………………………….7 Missing the Deadline – What to Do…………………………………………………..8 How to Process Transactions…………………………………………………… How to Use Multiple Accounts……………………………………………………19-25 How to Correct Mistakes Made When Using Multiple Accounts…………… How to Print the Approval Report……………………………………………… Approving Transactions………………………………………………………… Friendly Reminders …………………………………………………………….59-62

WHAT’S CHANGING? 1.Purchasing & Travel Cards will be consolidated into one card 2.Cardholders key accounting information into HTE instead of submitting payment requests; Payment requests and Pcard Transaction logs will not be necessary 3.Processing time will remain approximately 13 days 4.Supervisors will approve transactions electronically in HTE 5.Deadline for processing and approving will be the 18 th of each month 6.A default account will be used to complete transactions left unprocessed or unapproved 7.COSA will generate a one-time payment each month to Citibank 8.Cards will be suspended/terminated if not processed and approved by the deadline 9.Cardholders will be required to submit Journal Entries to correct defaulted transactions 10.Card accounts will be terminated if Journal Entry requests are not received by the last day of the month following default 3

OVERVIEW OF NEW PROCESS  Citibank statement data will be imported monthly into HTE  Cardholders will be responsible for reconciling their statements and entering accounting information for each transaction into HTE  Supervisors will be responsible for reviewing their employees’ reconciliations and the approving transactions in HTE  Purchasing will send 2 s during the month to notify Supervisors of unprocessed transactions  All transactions must be processed and approved on or before the 19 th of the month **** IF YOU MISS THE DEADLINE  Any transactions that are not processed and approved before the deadline will be charged to a default budget code in the cardholder’s department  Report will be sent notifying all departments of any transactions charged to default accounts  Cardholders will be responsible for submitting Journal Entries to Purchasing in order to correct the defaulted transactions. 4

PROCESSING YOUR CITIBANK STATEMENT 1.When your monthly statement arrives, verify charges and receipts (complete the PCard Transaction Log only if you would like this form to help you key your information into HTE). 2.Enter your accounting information into HTE for each transaction 3.Print your Department/Division Approval report. 4.Attach your report and original receipts to your Citibank Statement and submit to your supervisor for approval Cardholders will not receive notifications of pending transactions. Your only notification will be the receipt of your monthly Citibank statement. ** Always keep a copy of your packet for your records ** PLEASE NOTE: All transactions must be processed by the cardholder and approved on or before the 18 th of each month. No extensions will be granted. Unprocessed and unapproved transactions will be charged to a default budget code on the 19 th of the month and your card will be suspended. Default budget codes will not be changed without Budget Department approval. CARDHOLDER RESPONSIBILITIES 5

APPROVING TRANSACTIONS When Purchasing imports the transactions into HTE each month, you will receive an telling you that your employees have unprocessed transactions. You will receive a 2 nd and final notice on the 15 th if your employees still have unprocessed transactions When each employee is finished processing his/her transactions, they will submit their reconciliation package to you for your review and approval. You will review each transaction for: 1.Is this an authorized purchase? 2.Does it fall within the scope of approved PCard usage? 3.Has this transaction been coded to the correct budget code? 4.Receipts for all purchases 5.Sales tax Any discrepancies? Discuss with cardholder and have them correct the transaction if necessary Transactions ok? Sign Department/Division Approval report and approve transactions in HTE Forward approved reconciliation packages to Purchasing for review and archiving. ** PLEASE NOTE: All transactions must be processed by the cardholder and approved on or before the 18 th of each month. No extensions will be granted. Unprocessed and unapproved transactions will be charged to a default budget code on the 19 th of the month and your card will be suspended. Default budget codes will not be changed without Budget Department approval. SUPERVISOR/MANAGER RESPONSIBILITIES 6

PURCHASING RESPONSIBILITIES The Purchasing Department will import the Citibank transactions on the 5th of each month. An will be generated at that time to all supervisors/approvers notifying them that there are transactions that need to be processed On the 15 th of each month, a final will be generated to notify supervisors of pending transactions still to be processed. On the 19 th of each month (or next business day if the 19 th falls on a weekend or holiday), Purchasing will assign default budget codes to all unprocessed and unapproved transactions and generate a one-time monthly payment to Citibank Purchasing will issue a report to all departments of all defaulted transactions All card accounts with transactions charged to default budget codes will be suspended pending receipt of reconciliation package and Journal Entry request to correct the charges 7

IF YOU MISS THE MONTHLY DEADLINE Each cardholder who misses the deadline will: 1.Complete a PCard Transaction Log for that month’s statement 2.Attach statement and all original receipts 3.Complete a Journal Entry request to correct the defaulted charges 4.Submit packet to your supervisor for approval signature 5.Supervisor will review, approve, and submit packet to Purchasing 6.Purchasing will reactivate card account and submit the Journal Entry request to Finance for processing Card accounts will not be reactivated until the Purchasing Department receives the reconciliation package approved by the Supervisor with the Journal Entry request attached. IMPORTANT: YOUR ACCOUNT MAY BE TERMINATED If your Journal Entry request and reconciliation is not received in Purchasing by the last day of the month for the statement that was defaulted, your Citibank card account will be terminated. 8

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PLEASE NOTE* YOUR SCREENS IN HTE MAY HAVE FEWER OPTIONS THAN WHAT YOU SEE IN THIS PRESENTATION Select GMBA 10

Select Procurement Card Main Menu 11

Select Processing Menu 12

Select Transaction Maintenance 13

This screen will only show the cards that you are authorized to process. Select the card you wish to process transactions for by entering a “1”, then press ENTER. 14 **This is your individual Department & Division #. You will need these numbers later to print your approval report. 1 st set of numbers is your dept; 2 nd set your div. Leading zeros are not necessary.

This screen will show all transactions for the card you selected. Enter a “2” then press ENTER to make changes to a transaction. 15

Enter Vendor Number. This will always be 8835 Enter the appropriate budget code for your transaction Enter a brief description of the transaction. Misc info lines 2 & 3 are available if you need more room ****Only these 3 lines of information are required: Vendor number, GL Account, & Misc. info line 1 If you have a need to use the additional fields, you may do so **After all required information is entered, you must press F9 to release the transaction for approval** 16 To split a transaction, go to slide 19 This has changed to CITIBANK

After you release the transaction, notice that your F9 function gives you the option to place the transaction back on hold. You would do this if you think you may need to make changes and you do not want this transaction to go to your supervisor for approval yet “Enter” or F12 to leave this screen CITIBANK

The transaction will show a status of “COMPLETED” if it has been released and ready for approval If you have completed all transactions, you are ready to print your Approval Report and submit your reconciliation package to your supervisor for approval 18

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20 Required information must be entered before split Press F20 (shift + F8) 8835 CITIBANK

21 Input the first account number you are using and amount to charge to it. Notice that the amount must be entered without decimals. In this example, $53.04 should be entered as 5304, then tab to get to next field Enter This number indicates which line of the split you are entering

22 Balance remaining that needs accounting information Add accounting information and amount using the same process as the previous screen. Continue until accounting has been entered for the full transaction total Enter

23 Split is complete when remaining balance is zero. Press F12

24 This screen shows the details of the split F12

25 This shows that the transaction has been split into multiple account line items. F CITIBANK

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27 Go back to the Transaction Maintenance Screen Select 2 for change

28 F20 (shift + F8) to go back into split 8835 CITIBANK

29 You will have to delete all lines in the split and re-enter them correctly. Select with a 1 Enter

30 F23 (shift + F11) to delete the line

31 Repeat the steps on the remaining lines of the split Select 1 Enter The OUT OF BALANCE error will appear until all lines of the split have been deleted

32 F23 (shift + F11) to delete

33 All lines of the split have been deleted F12

34 Now F20 (shift + F8) to re-enter the line items of the split 8835 CITIBANK

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36 From the Pcard Main Menu, Select 2 – Demand Reports Menu Enter

37 Select 3 – Dept/div approval report Enter

38 Always run the report for Single department/division. Dept # in first field, Div # in second field. Your individual Department/Division codes are found in your Transaction Maintenance screen. Leading zeros are not necessary when running this report. “Print miscellaneous info line 1” should always be “Y” If you entered description information in misc info lines 2 or 3 of Transaction Maintenance, you should enter a “Y” to print these lines on your report as well. Enter

39 This message shows you that your report has printed to your spooled files queue (or print queue) Enter

40 Another message to show report has been submitted. Now press F14 (shift +F2) to Work with submitted jobs

41 Report Name Input 8, Work with spooled files Enter

42 Input 9, Work with printing status Enter

43 Input 2, Change status This will allow you to send the spooled file to the printer Enter

44 Modify this code to the printer name you wish to print from You can press F4 to select from a list of all system printers. ** If you do not know the system name for your printer you will need to contact IT to get it Enter

45 This message should appear to let you know your file is being printed Enter

46 Enter

47 You are back to the reports menu. You can either exit, or process more cards if necessary.

48 This is what your report will look like

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Select GMBA 50

Select Procurement Card Main Menu 51

Select Processing Menu 52

Select Mass Approve Transactions 53

This screen will only show cards that you are authorized to approve Select the card that you wish to approve transactions for by entering a “1” & pressing ENTER 54

This screen shows all the transactions for the selected card. If a transaction is ready for approval, the error column will contain an “N”. Press F16 if you wish to view only the transactions that are ready to approve F16 will also bring you back to this screen if you wish to “show all” If you wish to see the account the transaction was charged to, press F10 55

F10 to go back to previous view 56

Select a transaction to approve by entering “1” then pressing ENTER 57

To confirm the approval press ENTER F12 to go back without approving 58

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60 YOUR RECONCILIATION PACKAGE The P-Card Policy states: The Cardholder will reconcile their receipts to the statement, approve, and forward the statement to the Program Administrator. PLEASE NOTE: ALL approvals MUST have two (2) signatures (preparer & approver); ALL receipts shorter than a page, should be taped to an 8 ½” x 11” copy/recycled paper, and placed in order as reflected on the statement. Documents should be arranged in the following order: Department/division approval report Citibank Statement Receipts for all purchases **Receipts for tax corrections should be placed immediately following the original receipt where the tax was paid in error (or taped to the same page as the original receipt if they are smaller than an 8-1/2 x 11 sheet of paper) Any packages submitted to Purchasing in disarray will not be accepted. They will be returned to the department and considered not received until the package is arranged and submitted as required by the P-Card policy. We apologize for any inconvenience, however we simply cannot take the time to tape receipts to full pages and arrange packages for all cardholders. An orderly package is necessary for filing and archive purposes.

61 Some P-Card Policy Highlights ** GENERAL: The Purchasing Card Program allows City employees to make non-contracted small dollar purchases required for normal operations. Non-contracted purchases are those that have not been formally bid. Formal bid items MUST be purchased through the normal Purchase Order method. Gift Cards, Stamps, Legal Services, etc., are other items that CAN NOT be purchased with the Purchasing Cards. Use good judgment and act responsibly when using the Purchasing card. The P-Card Policy has been updated. View it in its entirety on the COSA Intranet: Departments Purchasing P-Card Policy, Procedures & Request Form

You have questions You can’t see or access the cards you are responsible for You have problems processing or approving transactions This presentation is available on the COSA Intranet: Departments Purchasing PCard Online Processing Help PLEASE CONTACT PURCHASING IF: 62