ESP Tutorial for Cardholder Managers Information, Support, & Requirements

This session will cover the following: Requirements to use a P-Card P-Card information on Finance website SunTrust’s Enterprise Spend Platform (ESP) Accountability for P-Card Transactions Signing into ESP Instructions for approving P-Card transactions by a Cardholder Manager

Requirements to use a P-Card Mandatory completion of P-Card Online Training which is located on the Finance website inside the P-Card folder Signed Online Training Completion and SunTrust Cardholder Agreement Forms must be turned in to the P-Card Manager Classroom training is not required, but is available at various times throughout the year.

Principal or Department Director = Cardholder Manager

Cardholder Manager’s Main Duties Approve P-Card Coordinators & Cardholders Approve all P-Card transactions in the SunTrust ESP system Responsible for all aspects of the P-Card program in the absence of a P-Card Coordinator Notify the P-Card Manager of any changes in the P-Card Coordinator Ensure timely adherence to program dates

CCS P-Card Website Access the Finance website http://www.caswell.k12.nc.us Click on Finance, then Document Uploads, and then P-Card Program

A “One-stop Shop” for all your P-Card support

The new P-Card program is designed with a dual-approval workflow process for accountability purposes. Cardholder Managers are required to approve all P-Card transactions online.

Signing into SunTrust ESP You will receive an e-mail from the P-Card Manager containing your Username & Password Access the internet using Internet Explorer Go to the SunTrust ESP website: https://esp.suntrust.com

At this point, please save this website in your Favorites for faster access.

Enter your CCS E-mail Address, Username and Password and click Sign On to access your P-Card account(s) Hint: Your SunTrust Username is the same username used to login to the CCS Email.

The SunTrust ESP system will disable your profile after 3 unsuccessful attempts to login. If this happens, please contact the P-Card Manager for assistance.

Landing Page Information The P-Card(s) are mapped to your profile by the P-Card Manager Schools have 1 P-Card which will be tied to several budget codes Most Departments & Individuals have 1 P-Card which may be tied to several budget codes

A link to the CCS Finance Website ESP Landing Page A link to the CCS Finance Website The Main Menu section shows the ESP modules that are allowed under your profile.

The My Accounts section provides you with a summary of the P-Card(s) mapped to your ESP profile and related card information.

The Banner Menu gives you access to features and functionality regardless of where you are in the system.

“Approvals” in the Main Menu will be flashing if there are transactions to approve. The amounts and number of transactions needing approval can be seen in the My Accounts section.

The Red section of the Credit Gauge is the amount spent in the current billing cycle which = the Current Balance Owed

The Green section of the Credit Gauge is the amount remaining on the P-Card.

Instructions for approving transactions by the Cardholder Manager

Step 1: Click on the flashing “Approvals” in the Main Menu.

Step 3: Click on the Period for transactions needing approval. Step 2: Click on the appropriate Statement Date (Only if more than 1 Statement Date has transactions to be approved).

Step 4: Click on the Red Exclamation Point. The Cardholder Manager should see a Green Checkmark. Step 4: Click on the Red Exclamation Point.

Step 5: Click “Approved”.

Step 6: Click “Save”.

Repeat Steps 4-6 for additional transactions. The transaction now shows in the “Approved” section with 2 Green Checkmarks. Repeat Steps 4-6 for additional transactions.

If the Cardholder Manager does not need more information on transactions, the options to “Approve Selected Items” or “Approve All” are available.

Items to Remember All transaction information must be entered before approving the transactions All properly approved transactions must have 2 green checkmarks The “Approved Selected Items” or “Approve All” options may be used if no comments are needed by the P-Card Coordinator or Cardholder Manager Transactions go to the Cardholder Manager once approved by the P-Card Coordinator Be sure all transactions have been approved by the Cycle Lock date

Items to Remember All documentation is kept at the school by the P-Card Coordinator for 3 years Do not give any person your username and password to the ESP system Contact the P-Card Manager or Finance Director with any problems P-Card Manager will make surprise visits to schools and departments

Congratulations!!! You have completed Cardholder Manager’s ESP Tutorial