1. PCard Compliance: A Journey from the Trenches to the Enterprise

2. The PCard Journey OSC PCard Program Time in the Trenches On Board the Enterprise Systems Financials Analytics PCard Compliance: A Journey from the Trenches to the Enterprise 2

3. OSC PCard Program College Profile One large department – one org code One PCard Reconciler Group Code ~ 40 Cardholders Almost 5,000 PCard transactions per year ~ 20 transactions per day, 5 days a week 5.50 FTE Administrative Associate pool 0.50 FTE PCard Reconciler 3.00 FTE Fiscal Officers PCard Compliance: A Journey from the Trenches to the Enterprise 3

4. Time in the Trenches PCard Compliance: A Journey from the Trenches to the Enterprise 4

5. Time in the Trenches Common Compliance Issues Late or missing receipts Incorrect PCard recon form information Multiple forms and receipts for one transaction Consequences Risk of no-receipt and auto-approve transactions Increased number of GECs Lost productivity of Reconciler and Fiscal Officers PCard Compliance: A Journey from the Trenches to the Enterprise 5

6. OSC Internal Deadlines Clarified internal processing deadlines PCard recon forms and receipts need to land in the business office within 7 days of the transaction date Transaction date vs. action list create date Reconciler has 2 days to process Fiscal Officer has 7 days to review and approve PCard Compliance: A Journey from the Trenches to the Enterprise 6 Admin AssocReconcilerFiscal OfficerDeadline TD + 5TD + 7 TD + 9TD + 16 CD + 3 CD + 5CD + 7CD + 14

7. OSC Daily Worksheet Formalized PCard Reconciler’s Daily Worksheet ~ 20 transactions per day, 5 days a week Checklist for the Reconciler to batch all transactions with same due date Reconciled transactions to Fiscal Officers with approval deadline noted PCard Compliance: A Journey from the Trenches to the Enterprise 7

8. On Board the Enterprise Systems PCard Compliance: A Journey from the Trenches to the Enterprise 8

9. First Stop – Financials Reconciler’s Worksheet Query daily transactions by create date Export to excel and run an excel macro Print the worksheet PCard Compliance: A Journey from the Trenches to the Enterprise 9

10. Reconciler’s Daily Worksheet PCard Compliance: A Journey from the Trenches to the Enterprise 10

11. Reconciler’s Daily Worksheet PCard Compliance: A Journey from the Trenches to the Enterprise 11 Admin AssocReconcilerFiscal OfficerDeadline CD + 3CD + 5CD + 7CD + 14

12. Next Stop – Analytics Getting to know the Data Tour of the PCard Reconciler Dashboard Tour of the PCard Management Dashboard PCard Compliance: A Journey from the Trenches to the Enterprise 12

13. Analytics – Getting to know the Data General-Purchasing Card > Card Transactions Asking for the Analyze button on Community General-Financial Management > Transactions PCard Report Filters Recon group code Dates Completed status Y/N indicators PCard Compliance: A Journey from the Trenches to the Enterprise 13

14. Analytics – Getting to know the Data PCard Compliance: A Journey from the Trenches to the Enterprise 14

15. Next Stop – Reconciler Dashboard PCard Reconciler Dashboard Action list report Weekly status report Quick vendor lookup Document watch list PCard Compliance: A Journey from the Trenches to the Enterprise 15