PAYMENTNET at the University of Pennsylvania New Purchasing Card Management Software Application February 7, 2007

Agenda Project Objectives and Updates Project Objectives and Updates Updating to PaymentNet Updating to PaymentNet PaymentNet System roles defined PaymentNet System roles defined PaymentNet Best Practice Process PaymentNet Best Practice Process Quick view of the PaymentNet Application Quick view of the PaymentNet Application Next Steps for Senior BA’s Next Steps for Senior BA’s Verification of Roles Assignments Verification of Roles Assignments Training Requirements Training Requirements Questions and Discussion Questions and Discussion

Project Objectives Enhance the credit card program currently in place Enhance the credit card program currently in place Manage cardholder spend Manage cardholder spend Monitor overall purchase activity, risk, and compliance Monitor overall purchase activity, risk, and compliance New features in PaymentNet include: New features in PaymentNet include: Online Transaction Inquiry and Review Online Transaction Inquiry and Review Self-Service Statements and Reports Self-Service Statements and Reports Management Inquiry Capabilities Management Inquiry Capabilities Online Transaction Disputes Online Transaction Disputes

Project Updates Purchasing Card Administrator is live in PaymentNet Application Purchasing Card Administrator is live in PaymentNet Application Administrative parallel testing is ongoing Administrative parallel testing is ongoing New application form now available New application form now available Purchasing Card Advisory Team to conduct parallel testing February 28 – March 30 Purchasing Card Advisory Team to conduct parallel testing February 28 – March 30 Go –Live for the application - April 30 Go –Live for the application - April 30 Username and password will be available on Username and password will be available on

Updating to PaymentNet What’s not changing with PaymentNet Cardholder Responsibilities Cardholder Responsibilities Maintains supporting documentation Maintains supporting documentation Provides appropriate account information to person performing the reallocation Provides appropriate account information to person performing the reallocation Prints monthly statement – attaches documentation Prints monthly statement – attaches documentation Reallocation occurs in BEN Financials based on information received from the cardholder on a weekly basis Reallocation occurs in BEN Financials based on information received from the cardholder on a weekly basis Transaction Approver reviews monthly statement with supporting documentation. Transaction Approver signs the statement and files. Transaction Approver reviews monthly statement with supporting documentation. Transaction Approver signs the statement and files. Canceling a card, reporting a lost or stolen card Canceling a card, reporting a lost or stolen card Transaction data history will be available for the last 18 months Transaction data history will be available for the last 18 months

PaymentNet System Roles defined Program Administrator- All responsibilities are accessible Program Administrator- All responsibilities are accessible Auditor – Read only access for Internal Audit, PWC, AP and Purchasing Auditor – Read only access for Internal Audit, PWC, AP and Purchasing Cardholder- review transactions and details, view declines, dispute charges, access to monthly statements Cardholder- review transactions and details, view declines, dispute charges, access to monthly statements Transaction Approver – Approve the reviewed transactions and verifies notes, runs reports, reallocates in BEN Financials Transaction Approver – Approve the reviewed transactions and verifies notes, runs reports, reallocates in BEN Financials Manager- School/Center Administrator- reviews all cardholder and TA activity and creates reports Manager- School/Center Administrator- reviews all cardholder and TA activity and creates reports

PaymentNet Best Practice Process Cardholder Cardholder Online transaction detail available Online transaction detail available Review transactions and include detail transaction notes Review transactions and include detail transaction notes View and Print monthly statements in PaymentNet View and Print monthly statements in PaymentNet Enter and review disputes Enter and review disputes Review declines Review declines P-number will remain the same P-number will remain the same Penn Key ID – User Name Penn Key ID – User Name

PaymentNet Best Practice Process Transaction Approver Transaction Approver Verifies reviewed transactions and detail notes Verifies reviewed transactions and detail notes Review declines and monitor spending Review declines and monitor spending Reallocate in BEN Financials, or assigns to another person Reallocate in BEN Financials, or assigns to another person Run reports with querying flexibility Run reports with querying flexibility Reviews monthly statement by cardholder and signs off with the detailed notes or attached documentation. Reviews monthly statement by cardholder and signs off with the detailed notes or attached documentation. Monthly statement filed by cardholder or Transaction Approver Monthly statement filed by cardholder or Transaction Approver

PaymentNet Best Practice Process Manager Manager Monitors spending activity of all cardholders in hierarchy as assigned Monitors spending activity of all cardholders in hierarchy as assigned Monitor real time spending balances Monitor real time spending balances Run Summary or Audit Reports for all responsibilities in their hierarchy with querying flexibility Run Summary or Audit Reports for all responsibilities in their hierarchy with querying flexibility

Next Steps for Senior BA’s Verification of Current Hierarchy Verification of Current Hierarchy Roles of Cardholder, Transaction Approver and Manager Roles of Cardholder, Transaction Approver and Manager Assure that each ORG has an assigned Transaction Approver for their cardholders Assure that each ORG has an assigned Transaction Approver for their cardholders Spreadsheet will be provided to all Senior BA’s by February 21 for review and verification Spreadsheet will be provided to all Senior BA’s by February 21 for review and verification Any changes to the existing hierarchy structure must be communicated to the Purchasing Card Administrator by March 15. Any changes to the existing hierarchy structure must be communicated to the Purchasing Card Administrator by March 15.

Next Steps for Senior BA’s Training Requirements Online Training will be required for all cardholders, transaction approvers and managers who will need access to the PaymentNet application Online Training will be required for all cardholders, transaction approvers and managers who will need access to the PaymentNet application Access through Knowledge Link URL: Access through Knowledge Link URL: URL: Two sections, both are required (100% Score) Two sections, both are required (100% Score) Section 1: Policies and procedures Section 1: Policies and procedures Section 2: Application training Section 2: Application training

Login Page

Cardholders Transaction List

Transaction Approver’s Transaction List

Manager’s Transaction List

Transaction Detail

Standard Reports for Cardholder

Standard Reports for Transaction Approver

Standard Reports for Manager

Sample Query/Report Screen

Statement of Account for Cardholder Statement of Account for Cardholder

Questions and Discussion Vira Homick Cheryl Walker Please submit questions to: