Card Verifying and Approvals Office of the Controller

Navigation

Office of the Controller You can also search based on Statement Status If you are an Approver or have several card holders, your view will open to a search page first. Navigation

Office of the Controller Identify the Charge Click on the Line Details link. Review Charges

Office of the Controller Review Charges Commodity Payment Example

Office of the Controller Travel Payment Example Review Charges

Office of the Controller Review Charges

Required Description Field Users will enter their notes in the REQUIRED Description field Beginning with the 12/31/2014 billing statement (scheduled to load into PS 9.2 on 1/5/2015), the Description field under the Billing tab will become mandatory. Do not use the comment bubble. Example of a good Description is as followed: For travel transactions – enter: TA number, Travelers name For non-travel – enter: business purpose or other explanation Please note there is a 60 character limit for this field. Office of the Controller

Review Charges

Office of the Controller Review Charges

This business process improves record retention efficiencies by providing easy electronic access to view and print the receipts and supporting documentation of all card activity. Please attach only grey scale documents. Beginning with the 12/31/2014 billing statement (scheduled to load into PS 9.2 on 1/5/2015), a scanned receipt and supporting backup documentation must be attached to each transaction line; this will be mandatory during the reconciliation process. While all charges must be approved within 10 business days, Approvers will have thru the end of the calendar month to complete attaching all documentation Attach Receipts Office of the Controller Don’t forget to attach receipts and any documentation by the end of the month!!!

Office of the Controller To add additional attachments click the + sign. Attach receipt and supporting documentation during reconciliation

Office of the Controller Click on the Distribution link. Accounting Distribution Two Ways to Do Distribution

Office of the Controller Click on the Distribution link. Make sure that your Accounting Details are correct. Then enter in the correct Account number that corresponds to the charge (remember that the Alt Account MUST be erased first).

Office of the Controller Click the Distribution Template. Accounting Distribution Two Ways to Do Distribution

Office of the Controller

Continue reviewing the Distribution. Verified / Approved

Office of the Controller Click on the Scroll bar Verified / Approved

Office of the Controller The Redistribution field changes to Yes after reviewing each row. Checks if the budget row exists; however, it does not budget check

Office of the Controller Approver

Helpful tips during reconciliation Each receipt must be a separate scan in order to be attached to related transaction line, you can add multiple scanned files per line. Scanned images may be saved to the desktop, a file directory or flash drive. A pdf is the preferred file format. For procedural information about using your departmental MFD (multi- functional device) printer to create scanned documents, please contact your IT liaison. Office of the Controller

Receipt / Invoice Requirements Office of the Controller Receipts may be a:  cash register receipt  fax confirmation   completed Web order form  completed mail order form  company invoice Cardholder must always: submit all original receipts to their Approver within three (3) days of receipt of items.

Receipt / Invoice Requirements Office of the Controller ●When the cardholder submits receipts to their approver, the cardholder is acknowledging the goods or services were received and the charges comply with University policies and procedures. ●Upon approval of the charges, the Approver is certifying they have reviewed the individual charges with the cardholder and that the charges comply with the University policies and procedures. Individual departments are encouraged to establish their own procedures for receipts and invoices in order to ensure effective control over their credit card usage.

Responsibilities of an Approver Participating in University training for Approvers and/or Reconcilers. Tracking disputed items to ensure proper credit is received. Approving only charges for which they have a receipt and detailed proof of purchase. Notifying their Cardholder, Cardholder’s supervisor, Credit Card Solutions Team and/or Internal Audit (as appropriate) of charges that do not appear to be legitimate. Looking for signs of fraud, such as purchases that are sent to a home rather than to the office, items that appear personal in nature and, purchases made on holidays or weekends. Watch for restricted items or inappropriate purchases. Look for split purchases. Reconcile statements monthly and on time! If approval will be delayed, please contact the CCS team to notify them before the last approval day. When a card needs to be cancelled due to a cardholder transferring to another department or termination of employment, the approver should notify the CCS team in an immediately, prior to any Card Cancellation Form being sent! Office of the Controller

NameTitlePhone Ramon Duenas Associate Controller(305) Sandra Duran Assistant Controller(305) Tracye Eades-Mickle Credit Card Solutions Administrator (305) Nicolette Turnquest Credit Card Solutions Associate (305) Tashaun Williams Credit Card Solutions Assistant Jonathan Seife Credit Card Solutions Accountant (305) Website: PantherSoft Financials: (305) Travel Department: (305) Credit Card Solutions Contacts

Feedback tinyurl.com/OOCSurvey Your feedback is anonymous Office of the Controller