CSU Kuali LabTraining Welcome to Kuali Lab Training! Lab Training Session for: Kuali PCARD June 2009

PCARD Training Team Members JOHN SWARO-PCS PATTY CASHEN- PCS LUANN HERIN-PCS

Overview of Session PROCESS CHANGES RESPONSIBLITIES CARDHOLDER REALLOCATOR APPROVER REALLOCATION OF TRANSACTIONS APPROVAL OF PCARD TRANSACTIONS

PROCESS CHANGES ACARD HAS A NEW NAME! PCARD (PROCUREMENT CARD) ACARD PLATFORM WILL BE CONVERTED TO KFS. REALLOCATION AND APPROVING OF CREDIT CARD TRANSACTIONS WILL BE DONE IN KFS. CONVERSION OF APPROVING OFFICIAL TO FISCAL OFFICER IN KFS. 15 CALENDAR DAY WINDOW TO REALLOCATE AND APPROVE. ON THE 16 TH DAY, THE TRANSACTION WILL AUTO POST TO THE DEFAULT ACCOUNT NUMBER AND OBJECT CODE, AND A GENERAL ERROR CORRECTION WILL NEED TO BE DONE TO MAKE ANY CHANGES. ATTACHING OF DOCUMENTS WILL BE AVAILABLE ON PCARD EDOCS.

PROCESS WORKFLOW

CARDHOLDER RESPONSIBLITIES Makes small dollar non reoccurring purchases using the CSU issued MasterCard. Following the rules set forth in the PCARD manual. Receives from KFS alerting of activity on card. Cardholder can review transaction in KFS by accessing the Action List. Prompted to turn in receipt immediately to reallocator and follow any internal department controls. Cardholder will give bank monthly statement to reallocator to file with receipts. Attest that transactions were for the benefit of the university by Signing monthly bank statement? Creation of standard ACARD form for cardholder to sign against each trans? Kuali report of monthly transactions?

REALLOCATOR RESPONSIBILITIES Reallocator and Fiscal Officer have 15 days to reallocate and approve the eDOC. After 15 days the transaction will force post to the default account number. Receives from KFS alerting them of an eDOC awaiting their reallocation. Prompts Reallocator to retrieve receipt from cardholder. Reallocator retrieves the PCARD transaction by using their Action List in KFS. Change funding and split fund if needed. Attach any receipts or hospitality forms to the transaction. Hard Copy of receipts sent to Fiscal Officer if not scanned. Submits eDOC into Account Approval Workflow. Maintains hard copy of receipts in secure location for auditing purposes

FISCAL OFFICER RESPONSIBILITIES Fiscal Officer (Approving Official) Responsibilities Receives from KFS alerting them of an eDOC awaiting their approval. Notification based on default account number or reallocated account number in eDOC workflow. Prompts them to review and approve EDOC. Reviews either scanned documentation or hard copy documentation to comply with state and university rules and approves the transaction. Upon final approval eDOC is recorded as actual expense on account. Hospitality Approval Receives from KFS alerting them of a eDOC awaiting their approval. Prompted only when specific object codes are used for Official Function. Upon final approval eDOC is recorded as actual expense on account.

PCARD EDOC Doc Nbr- KFS eDOC reference number. Used for routing in KFS Transaction Credit Card Number- Cardholder’s account number (will be masked) Cardholder Name- Name of Active Cardholder Transaction Date- Date that the merchant settled on card Vendor Name-Name as it appears at the merchant’s point of sale Transaction Total Amount- Dollar amount that merchant settled on Transaction Reference Number - MasterCard ID number of the transaction

REALLOCATION The transaction will post to the default account number and object code which was delegated from the cardholder’s account application Reallocators reallocate to the correct fund source by applying account number and object code. This allocation follows the same procedure if developing a DV or Purchase Requisition. Reallocators may also split fund the transactions if needed to allocate across multiple accounts. Remember to always click the “Add” button to save the correct accounting information when split funding the transaction.

PCARD EDOC Reallocators /Cardholders can attach receipts and other documentation to the transaction. User must type a note in the Note Text box. User will click on “Browse” to find scanned documents saved on their computer. User will click on “Add” to attach the documentation. Hard copy of the documentation will still need to be kept on file in a secured location.

APPROVALS The approval process for Fiscal Officers (delegates) works the same for Disbursement Vouchers and Purchase Requisitions. Fiscal Officers will access the PCARD transactions via the Action List in KFS. Located under the Type column, Fiscal Officers will see Procurement Card.

APPROVALS Fiscal Officers will click on eDOC to review transaction by clicking on the Accounting Lines. Reviewing any notes and attachments. Click “approve” to approve the transaction. Note: If the transaction has a hospitality object code, the eDOC will route to the Hospitality Approver for review. The process for review and approval of a hospitality event will be the same.