Compile your monthly P-Card Packet 1,2,3 For in depth screenshots and details on Step 1 click here 1.Open your transactions for the Current Billing Cycle to add comments and reallocate. Login in to Access Online and click “Transaction Management” then “Transaction List” Select the most recent “Billing Cycle Close Date” from the drop down menu and click “Search” If a transaction needs to be edited select that specific transaction and click “Reallocate” Enter transaction comments in the 104-character field at the far right of the online form You can also change allocations from this screen, when complete click the “Save Allocations” button If an item is already Approved you will need to pull it back in order to edit comments and allocations 2.Approve Your Transactions. Click “Check All Shown” or select each transaction individually for transactions where the notes and allocations are complete Click the “Approve” button Assign your approver by clicking “Select Approver” or click “Switch Approver” then “Search” Click the radio button next to your approver’s name. Click the “Set Selection as Default Approver” check box Continue approving all of your transactions until the entire approval process is complete If you need to “Pull Back” a transaction instructions are included at the end of this section 3. Print, Sign and Submit your reports. Make sure the correct billing cycle has been selected and click the “Print Account Activity” button. Print your activity report when it opens in a new window Sign your activity report and turn it in with the rest of your packet to your Card Coordinator. Obtain a Higher Level Approver signature if applicable Click “Account Information” in the left hand menu then click the “Cardholder Account Statement” link in the middle of the page Click the “View Statement” button and print the statement that appears in the new window Compile your packet in the following order: signed Account Activity Report, followed by the Statement, followed by an original, itemized receipt for each transaction as well as an attendee list for any official functions for which food was purchased. Submit your packet to your card coordinator For in depth screenshots and details on Step 2 click here For in depth screenshots and details on Step 3 click here For details on how to change allocations click here **If no transactions and no monthly statement are present then no packet is due**

Step 1: Open and edit your transactions Login in to Access Online Log in to Access Online- Enter the Organization Short Name (DU or du) Enter the User ID you chose in the Register Online process Enter the Password you chose in the Register Online process

click “Transaction Management” then “Transaction List”

Select your Billing Cycle Close Date -Click on the “Billing Cycle Close Date” drop down box. Choose the desired billing cycle. -Click “Search”

Add comments and review allocations for each transaction. Only edit transactions which need new comments/ allocations. There is no need to edit transactions you have already completed. Select the transaction you want to edit Click the blue “Reallocate” button

Add Comments in the “Comments (104)” field on the right. Once your comments are entered click the blue “Save Allocations” button If you need to reallocate you can do so from this same screen. For additional help reallocating, click the link below Reallocation help

Follow these instructions to “Pull Back” an “Approved” transaction for editing First you need to get to the Transaction List screen by clicking “Transaction Mgmt.” and “Transaction List” Second select the transaction you would like to “Pull Back” and click the blue “Pull Back” button Once the transaction is “Pulled Back” it is available for editing

Step 2: Approve your transactions Select items to approve Click “Check all Shown” or individually select the transactions where notes and allocations are complete Click the “Approve” button

Assign your approver and click “Approve” Here the Approver is already assigned. You can click “Approve” to complete the approval. Click “Select Approver” the first time you approve or “Switch Approver if your coordinator changes Then click “Search” to pull up a list of names In the list click the “Radio Button” next to the name of your approver. Do not select ORSP -Click the box “Set selection as your default approver” and “Select Approver”

Continue approving transactions until complete You will go through the process of selecting a transaction, assigning or confirming an approver and clicking “Approve” for each transaction. This process, along with adding transaction notes, is easy when completed weekly in one quick seating. Once all transactions are approved you can move to the final step All “Approved” looking good!

How to “Pull Back” a transaction for editing First you need to get to the transaction list screen by clicking “Transaction Mgmt.” and “Transaction List” Second select the transaction you would like to “Pull Back” and click the blue “Pull Back” button Once the transaction is “Pulled Back” it is available for editing

Step 3: Print, sign and submit your reports Print your “Account Activity” report. Make sure the correct billing cycle has been selected and click the “Print Account Activity” button. Never run your report on “Open” billing cycle close date Print the activity report once it opens in a new window Sign your activity report and have it signed by your card coordinator and higher level approver

Print your “Cardholder Account Statement” Click “Account Information” in the left navigation pane Then click “Cardholder Account Statement”

Print your “Cardholder Account Statement” Choose the “Billing Cycle” from the drop down box for the statement you want to print Click the “View Statement” button

Print your “Cardholder Account Statement” Print the statement when it appears in a new window Compile your packet in the following order: 1. Signed Account Activity Report 2.Followed by the Cardholder Statement 3.Followed by an original, itemized receipt for each transaction Submit your packet to your card coordinator

All of your purchases are automatically allocated to your default accounting codes. If you need to change the accounting code or split allocations between codes this section will help with that process. If you are looking for help on mass reallocating several expenses at one time You will find those instructions in this section Help on allocating expenses

To change accounting codes or split an allocation open your current transaction list. If you are unsure how to get to this page click here for instructions. Once you get to this screen select the transaction which is to be Reallocated and click the “Reallocate” button. Remember “Approved” transactions can not be edited so you would need to “Pull Back” those transactions before reallocating.

Verify and/or change accounting codes You should always verify the accounting codes which are automatically populated... If you need to change a code you can type over the existing data… On the next page learn how Access Online search features can look up accounting codes When you are done click “Save Allocations”

Click the magnifying glass to search for accounting codes This screen opens where you can enter a number or a phrase to search for corresponding accounting codes

Search for accounting codes using phrases or partial accounting code numbers

To split allocation percentages open your current transaction list If you are unsure how to get to this page click here for instructions. Once you get to this screen select the transaction which is to be Reallocated and click the “Reallocate” button. Remember “Approved” transactions can not be edited so you would need to “Pull Back” those transactions before reallocating.

Add an allocation and update the percentages To add an allocation click “Add Alloc” and the screen below will appear. Change the amount or percent in the appropriate column and click “Save Allocations”

To “Mass Reallocate” transactions open your current transaction list. If you are unsure how to get to this page click here for instructions. Once you get to this screen select the transactions which are to be Reallocated and click the “Mass Reallocate” button. Remember “Approved” transactions can not be edited so you would need to “Pull Back” those transactions before reallocating.

Once you reach the “Mass Reallocation” page follow the instructions. Choose “replace existing allocations” or “add common allocations” Update allocation codes and percentages. Click “Save Allocations”