CES Helpful Hints Administrative Office Staff

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  • P-Cards: Advantages Eliminates the need for P.O.’s for small purchases Eliminates the need for blanket P.O.’s Enables internet and telephone purchases Eliminates employees making purchases charged to personal credit cards and having to apply for personal reimbursements Replaces Wal-Mart Account Cards and other Credit Cards (except Wright Express) P-Cards: Disadvantages Purchases will be charged to M&O Budget – must carefully monitor these purchases (purchases can be charged to grant funds, county funds) Increased risk for employee errors-making unauthorized purchases Review and approval after transaction completed, rather than prior to (requisitions, P.O.’s)
  • P-Cards: Advantages Eliminates the need for P.O.’s for small purchases Eliminates the need for blanket P.O.’s Enables internet and telephone purchases Eliminates employees making purchases charged to personal credit cards and having to apply for personal reimbursements Replaces Wal-Mart Account Cards and other Credit Cards (except Wright Express) P-Cards: Disadvantages Purchases will be charged to M&O Budget – must carefully monitor these purchases (purchases can be charged to grant funds, county funds) Increased risk for employee errors-making unauthorized purchases Review and approval after transaction completed, rather than prior to (requisitions, P.O.’s)
  • P-Cards: Advantages Eliminates the need for P.O.’s for small purchases Eliminates the need for blanket P.O.’s Enables internet and telephone purchases Eliminates employees making purchases charged to personal credit cards and having to apply for personal reimbursements Replaces Wal-Mart Account Cards and other Credit Cards (except Wright Express) P-Cards: Disadvantages Purchases will be charged to M&O Budget – must carefully monitor these purchases (purchases can be charged to grant funds, county funds) Increased risk for employee errors-making unauthorized purchases Review and approval after transaction completed, rather than prior to (requisitions, P.O.’s)
  • P-Cards: Advantages Eliminates the need for P.O.’s for small purchases Eliminates the need for blanket P.O.’s Enables internet and telephone purchases Eliminates employees making purchases charged to personal credit cards and having to apply for personal reimbursements Replaces Wal-Mart Account Cards and other Credit Cards (except Wright Express) P-Cards: Disadvantages Purchases will be charged to M&O Budget – must carefully monitor these purchases (purchases can be charged to grant funds, county funds) Increased risk for employee errors-making unauthorized purchases Review and approval after transaction completed, rather than prior to (requisitions, P.O.’s)
  • P-Cards: Advantages Eliminates the need for P.O.’s for small purchases Eliminates the need for blanket P.O.’s Enables internet and telephone purchases Eliminates employees making purchases charged to personal credit cards and having to apply for personal reimbursements Replaces Wal-Mart Account Cards and other Credit Cards (except Wright Express) P-Cards: Disadvantages Purchases will be charged to M&O Budget – must carefully monitor these purchases (purchases can be charged to grant funds, county funds) Increased risk for employee errors-making unauthorized purchases Review and approval after transaction completed, rather than prior to (requisitions, P.O.’s)
  • BANNER System Account: If your site uses value-based security to control access to at least some of the e~Print reports, you’ll need a Banner system account (user ID and password). See your administrator for more information. Web Browser: e~Print was designed to run on the newer web browsers, and has not been tested extensively on older browsers. It is recommended that you use the latest released version of either Microsoft® Internet Explorer or Netscape® Communicator. This software can be downloaded from the web at www.microsoft.com or www.netscape.com . Acrobat® Reader: This helper application enables you to view, navigate and print documents in the Adobe® Portable Document Format (PDF). You probably already have it installed on your computer. If not, you can get the latest version for free at www.adobe.com . When you view and print e~Print documents, you can run Acrobat® Reader within your browser, or as a stand-alone application. The mode of operation that you select may depend on the browser you use. Because of some display problems, if you use Microsoft® Internet Explorer, you may wish to run Acrobat® Reader independently of the browser.
  • Key in the user ID and password provided by your administrator. (If cursor is not already in the “User ID” field, click inside the field to insert the cursor.) This is typically the same as your Banner login. Type carefully! Your account will be “locked” if you repeatedly attempt to log in with the wrong password. If this happens, a system message will be displayed; you should contact your e~Print system administrator. Select a repository from the drop-down list provided. You will not be able to change it until you log out of the system and log in again. In other words, select the type of reports to be accessed during this session. Select the Enter button on the page or press the Enter key on your keyboard.
  • The repository list is the highest level report selection page. It appears after you have logged in, so that you may begin selecting reports. It lists all the e~Print report types (to which you have access) in the selected repository. For each report type, the report name, description and latest date/time the report was run are shown. If you have access to more then seven reports, a drop-up box will appear at the bottom of the page. This can be used to bring a report at the bottom of your list to the top of the list and ten perform the requested tasks (see below). The icon functions have already been discussed. You can perform one of these four tasks by clicking the corresponding icon: Retrieve the latest instance of a report in PDF in its entirety. Download the latest instance of a report as a text file in its entirety. Download the latest instance of a report as a comma-separated values file. List all the reports of a given type. The report list is shown in the next slide.
  • e~Print’s icons make it easy for you. At any level, click the corresponding icon to perform a function. If a function is not available, the icon will not be displayed. If you forget an icon’s function, you can display a brief description by moving your cursor over the icon. View PDF: To retrieve the report in PDF, click the icon. Depending on the way you have Acrobat® Reader configured, the report will open within your browser or in stand-alone mode. Download TXT: Click the icon to download the text version of a report. If using Internet Explorer, use the alternate mouse button. A “save as” dialog will appear, and you can use the default filename or key in your own. Download CSV: Click the icon to download the comma-separated values version of a report. If using Internet Explorer, use the alternate mouse button. A “save as” dialog will appear, and you can use the default filename or key in your own. See Report List: This icon enables you to “drill down” from the repository list to a specific report list. A report list shows all the instances on file in the repository for the selected report type. Search Report: If this icon appears on the report list, it means that the report is sorted by at least one page key. Click the icon to “pick pages” for a report (select the page key/values to appear on the report).
  • Report with no page key specified: The default view is full screen-width format, with the navigation pane hidden. The navigation pane is not necessary because there are no bookmarks associated with these kinds of reports. Report with a page key specified: Acrobat® Reader will open with its navigation pane visible on the left-hand side of the window. The bookmarks will correspond by the page key/values you selected for the report. This format is shown on the next slide. Other: Note that you may configure Acrobat® Reader to run within your browser or by itself on your desktop. There will be slight differences in appearance between the two modes of operation. For example, the Acrobat® Reader pulldown menus are available in the stand-alone version.
  • Report with no page key specified: The default view is full screen-width format, with the navigation pane hidden. The navigation pane is not necessary because there are no bookmarks associated with these kinds of reports. Report with a page key specified: Acrobat® Reader will open with its navigation pane visible on the left-hand side of the window. The bookmarks will correspond by the page key/values you selected for the report. This format is shown on the next slide. Other: Note that you may configure Acrobat® Reader to run within your browser or by itself on your desktop. There will be slight differences in appearance between the two modes of operation. For example, the Acrobat® Reader pulldown menus are available in the stand-alone version.
  • This toolbar is located along the top of Acrobat® Reader’s window. The Show/Hide Navigation Pane tool will be useful if the report is bookmarked, i.e. , if the report is sorted by a page key. (The previous slide shows the navigation pane.) The Find tool may help you locate text in a report that does not correspond to a page key. It would be easier to use this tool than search for a string of numbers or letters visually. For more information, see Acrobat® Reader’s user documentation.
  • This toolbar is located along the bottom of Acrobat® Reader’s window. The Show/Hide Navigation Pane tool will be useful if the report is bookmarked, i.e. , if the report is sorted by a page key. (The previous slide shows the navigation pane.) The Display Zoom tool will be useful if you intend to view the report online, instead of (or in addition to) printing it. It will enable you to make the report text large enough to read. After the report text is enlarged, you will probably need to use the horizontal scroll bar to read the report. For more information, see Acrobat® Reader’s user documentation.
  • Key in the user ID and password provided by your administrator. (If cursor is not already in the “User ID” field, click inside the field to insert the cursor.) This is typically the same as your Banner login. Type carefully! Your account will be “locked” if you repeatedly attempt to log in with the wrong password. If this happens, a system message will be displayed; you should contact your e~Print system administrator. Select a repository from the drop-down list provided. You will not be able to change it until you log out of the system and log in again. In other words, select the type of reports to be accessed during this session. Select the Enter button on the page or press the Enter key on your keyboard.
  • The repository list is the highest level report selection page. It appears after you have logged in, so that you may begin selecting reports. It lists all the e~Print report types (to which you have access) in the selected repository. For each report type, the report name, description and latest date/time the report was run are shown. If you have access to more then seven reports, a drop-up box will appear at the bottom of the page. This can be used to bring a report at the bottom of your list to the top of the list and ten perform the requested tasks (see below). The icon functions have already been discussed. You can perform one of these four tasks by clicking the corresponding icon: Retrieve the latest instance of a report in PDF in its entirety. Download the latest instance of a report as a text file in its entirety. Download the latest instance of a report as a comma-separated values file. List all the reports of a given type. The report list is shown in the next slide.
  • The report list displays all the instances of a particular report type that are on file in the selected repository. This selection page appears when you select the “See Report List” icon on the repository list. For each instance, the report title and date/time are shown. If there are more then seven instances or a report, a drop-up box will appear at the bottom of the page. This can be used to bring a report instance at the bottom of your list to the top of the list and then perform the requested tasks (see below). The icon functions have already been discussed. From the report list, you can perform one of these three tasks by clicking the corresponding icon: Retrieve a particular instance (version) of a report in PDF. Download a particular instance of a report as a text file. Download a particular instance of a report as a comma-separated values file. Select a report instance for which you wish to pick the pages. If a “Search Report” icon does not appear for a report, it means that this report was not defined to e~Print with page keys, and you will not be able to pick pages. This example shows a report that does not include page keys.
  • For security reasons, you should log out of e~Print if your browser will remain open and you will be leaving your computer unattended. Note that the Logout link does not appear in your browser when you are viewing a PDF document (if Acrobat® Reader is configured to run within the browser). In order to log out after viewing a PDF document, first you must click the Back button in your browser to return to an e~Print report selection page. Then you can click the Logout link.
  • P-Cards: Advantages Eliminates the need for P.O.’s for small purchases Eliminates the need for blanket P.O.’s Enables internet and telephone purchases Eliminates employees making purchases charged to personal credit cards and having to apply for personal reimbursements Replaces Wal-Mart Account Cards and other Credit Cards (except Wright Express) P-Cards: Disadvantages Purchases will be charged to M&O Budget – must carefully monitor these purchases (purchases can be charged to grant funds, county funds) Increased risk for employee errors-making unauthorized purchases Review and approval after transaction completed, rather than prior to (requisitions, P.O.’s)
  • Must use Office Depot to purchase ALL office supplies
  • A separate log should be maintained for each card Enter the following information in spreadsheet: Purchase Date Vendor Name Items Purchased Total Purchase Fund & Org Amount/Percent Charged (in the event that more than one fund is to be charged) Sales Tax Charged or Not? Cleared or Not? (After transaction has been reviewed in Banner
  • CES Helpful Hints Administrative Office Staff

    1. 1. CES Helpful Hints Administrative Office Staff Annual Meeting June 28 th & 29 th 2006
    2. 2. TOPICS <ul><li>CES Terminology </li></ul><ul><li>Banner Vs. Basis </li></ul><ul><li>CES Applications </li></ul><ul><li>How to Get Access </li></ul><ul><li>ePrint Demonstration </li></ul><ul><li>CES Purchasing Cards </li></ul>
    3. 3. <ul><li>Definitions : </li></ul><ul><li>Fund = Number representing a specific source of funding </li></ul><ul><ul><li>Orgn (Organization Number) = Number representing a specific Department or Section area in Extension </li></ul></ul><ul><ul><li>Account = Number representing the type of expense </li></ul></ul>CES Terminology
    4. 4. <ul><li>How they translate? </li></ul><ul><li>The Fund and Orgn together represent a CCN number in BASIS </li></ul><ul><li>Example : </li></ul><ul><ul><li>In BASIS, an expense is entered on CCN 0104-55555-31-0000 </li></ul></ul><ul><ul><li>We would record the expense on this CCN to: </li></ul></ul><ul><ul><li>Fund 13101 (State) Orgn 2000 (Financial Services) </li></ul></ul><ul><ul><li>The Fund and Orgn are two separate numbers and fields in our system but they translate to one CCN number in Basis. </li></ul></ul>Fund/Orgn Vs. CCN
    5. 5. CES VS. BASIS ACCOUNT <ul><ul><li>** Notice the Similarities </li></ul></ul>Non-Classified Salaries 611000 Salaries, Non-Classified 10511000 Fringe Benefits 616000 Fringe Benefits 30516000 Meals and Lodging-In State 725111 In-State M&L Official Business 70525111 Banner Acct Desc Banner Acct Basis Account Desc Basis Acct
    6. 6. <ul><li>When transactions are entered on CES </li></ul><ul><li>CCN’s in the Basis system our office : </li></ul><ul><li>References and records these charges to a specific fund and orgn in our system </li></ul><ul><li>The Basis account number is translated to an equivalent Banner Account Code </li></ul><ul><li>When recording Basis transaction in our Banner system we try record the entry with as much of the BASIS description as possible </li></ul>BASIS TO BANNER
    7. 7. <ul><li>Banner Entry Format: </li></ul><ul><li>(Month and Year) – (Transaction Description from Basis) </li></ul><ul><li>** Up to the length of our description field </li></ul><ul><li>Example: </li></ul>BASIS TO BANNER May06 AES - PC-WM SUPERCENTER FAYE Banner Transaction Description PC-WM SUPERCENTER FAYETTEVILL Basis Transaction Description
    8. 8. <ul><li>You will need access to our system for: </li></ul><ul><ul><li>Approval of Requisitions (Banner) </li></ul></ul><ul><ul><li>View Online Reports (ePrint) </li></ul></ul>Access to CES Info
    9. 9. <ul><li>Requisitions </li></ul><ul><li>Requisitions through our system require </li></ul><ul><li>the approval of the department head </li></ul><ul><li>and/or Principal Investigator and </li></ul><ul><li>Financial Services fund manager </li></ul><ul><ul><li>If the requisition is over $1,000 or $10,0000 additional levels of approval may be required by CES administration </li></ul></ul>Approvals in Banner
    10. 10. <ul><li>Please contact our Purchasing Office for </li></ul><ul><li>questions concerning Requisitions </li></ul><ul><li>through our system. </li></ul><ul><ul><ul><li>Dianne Knuteson – Purchasing Agent </li></ul></ul></ul><ul><ul><ul><ul><ul><li>Email: [email_address] </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Phone: 501-671-2058 </li></ul></ul></ul></ul></ul><ul><ul><ul><li>Jim Lipsey – Purchasing Specialist </li></ul></ul></ul><ul><ul><ul><ul><ul><li>Email: [email_address] </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Phone: 501-671-2296 </li></ul></ul></ul></ul></ul>Approvals in Banner
    11. 11. <ul><li>ePrint : CES web-based application for </li></ul><ul><li>reviewing financial information </li></ul><ul><ul><li>Provides access to reports such as: </li></ul></ul><ul><ul><ul><ul><li>Departmental Budget Reports </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Grant Reports </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Departmental Carryover Funds </li></ul></ul></ul></ul>ePrint
    12. 12. <ul><li>ePrint requires specific Fund and Orgn permissions to view reports </li></ul><ul><li>Contact the following for help with access to specific reports in ePrint </li></ul><ul><ul><ul><ul><li>Sheryl Baker – Grant and Contract Manager </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Email: [email_address] </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Phone: 501-671-2273 </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Angela Stacy – Grant Accountant </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Email: [email_address] </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Phone: 501-671-2011 </li></ul></ul></ul></ul></ul>ePrint
    13. 13. <ul><li>Requesting access to Banner & ePrint </li></ul><ul><li>Send an email request for access to Sheryl Baker </li></ul><ul><li>A “Non – Extension Banner User ID Request” form will be emailed for completion by the new user </li></ul>Access to Banner & ePrint
    14. 14. <ul><li>Requesting access to Banner & ePrint (Cont.) </li></ul><ul><li>The completed “Non – Extension Banner User ID Request” form should be returned by email to Sheryl Baker </li></ul><ul><ul><li>NOTE: This request will not be processed </li></ul></ul><ul><ul><li>unless the manager has been included in the </li></ul></ul><ul><ul><li>email </li></ul></ul>Access to Banner & ePrint
    15. 15. <ul><li>Requesting access to Banner & ePrint (Cont.) </li></ul><ul><li>The form will be forwarded to Information Technology and in Financial Services </li></ul><ul><ul><li>Once the new ID is established, an email will be sent to the new user with instructions for login to Banner </li></ul></ul>Access to Banner & ePrint
    16. 16. <ul><li>Requesting Access to Banner & ePrint (Cont.) </li></ul><ul><li>Banner and ePrint use the same userid and password </li></ul><ul><li>Contact the following for help with your access to Banner & ePrint </li></ul><ul><ul><ul><ul><li>Sheryl Baker – Grant and Contract Manager </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Email: [email_address] </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Phone: 501-671-2273 </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><li>Angela Stacy – Grant Accountant </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Email: [email_address] </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Phone: 501-671-2011 </li></ul></ul></ul></ul></ul>Access to Banner & ePrint
    17. 17. <ul><li>Questions??? </li></ul>
    18. 19. What You’ll Need to Get Started <ul><li>Banner System User ID </li></ul><ul><li>Current Web Browser </li></ul><ul><ul><li>Microsoft ® Internet Explorer 4.0 or higher </li></ul></ul><ul><ul><li>Netscape ® Communicator 4.0 or higher </li></ul></ul><ul><li>Acrobat ® Reader </li></ul><ul><ul><li>Download the latest version from www.adobe.com </li></ul></ul><ul><ul><li>Run within your browser or in stand-alone mode </li></ul></ul><ul><li>Access to Web Address </li></ul><ul><li>https://eprint.uaex.edu </li></ul>
    19. 20. Repository Choices <ul><li>Two current repository (folder) choices </li></ul><ul><ul><li>Daily Reporting </li></ul></ul><ul><ul><li>Month End Reports </li></ul></ul>
    20. 21. Repository Choices <ul><li>Daily Reporting Repository </li></ul><ul><ul><li>Contains both Summary and Detail Reports for Various Funds </li></ul></ul><ul><ul><li>Summary Reports </li></ul></ul><ul><ul><ul><li>Updated 7 days a week every hour from 9:00am – 5:00pm and a final time at 10 pm </li></ul></ul></ul><ul><ul><li>Detail Reports </li></ul></ul><ul><ul><ul><li>Updated 7 days a week twice a day at 1:00pm and 10:00pm </li></ul></ul></ul>
    21. 22. <ul><li>Month End Reports Repository </li></ul><ul><ul><li>Contains both Summary and Detail Reports for Various Funds (Same Reports as Daily Repository) </li></ul></ul><ul><ul><li>Summary Reports </li></ul></ul><ul><ul><ul><li>Updated after we close the prior period </li></ul></ul></ul><ul><ul><ul><li>Are “as of” the end of the prior period </li></ul></ul></ul><ul><ul><li>Detail Reports </li></ul></ul><ul><ul><ul><li>Updated after we close the prior period (CES Closes around the 15 th or each month) </li></ul></ul></ul><ul><ul><ul><li>Report Includes only detail posted for that month </li></ul></ul></ul>Repository Choices
    22. 23. Reports Available in Both Repositories <ul><ul><li>Departmental Budget Summary Report </li></ul></ul><ul><ul><li>Departmental Budget Detail Report </li></ul></ul><ul><ul><li>Grant YTD Summary </li></ul></ul><ul><ul><li>Grant YTD Detail </li></ul></ul><ul><ul><li>Indirect YTD Summary </li></ul></ul><ul><ul><li>Indirect YTD Detail </li></ul></ul><ul><ul><li>14001 FSL Budget Carryover YTD Summary </li></ul></ul><ul><ul><li>14001 FSL Budget Carryover YTD Detail </li></ul></ul>
    23. 24. Logging Into e~Print 2. Key in Banner user ID and Password. <ul><li>3. Select a repository. </li></ul><ul><ul><li>Repository = File or location where reports are </li></ul></ul><ul><ul><li>stored </li></ul></ul><ul><li>4. Select Enter. </li></ul><ul><li>Go to the web Address: </li></ul><ul><li> https://eprint.uaex.edu </li></ul>
    24. 25. Main Screen
    25. 26. ePrint Navigation – Drop Box/”Next” <ul><li>A drop box will appear at the bottom of the page which can be used to bring a report at the bottom of your list to the top of the list. </li></ul>Drop Box
    26. 27. ePrint Navigation – Drop Box/”Next” <ul><li>To find additional reports select the “Next” icon </li></ul>“ Next” Icon
    27. 28. Icon Definitions Simply point-and-select... Retrieve a PDF file to view in Acrobat® Reader ICON Definitions in ePrint “ Drill down” from the Repository List to specific report list. (Month End Reports Repository Only )
    28. 29. Viewing Reports <ul><li>View a specific report in ePrint by selecting the “PDF” icon. This will open your report using Adobe Acrobat. </li></ul>
    29. 30. Viewing an ePrint Report <ul><li>To see individual reports available select the plus sign on the left </li></ul>
    30. 31. Viewing and Printing a Report <ul><li>This will allow you to select a specific section of the report available to you </li></ul><ul><li>Just choose the section you want to view </li></ul>
    31. 32. Using Acrobat ® Reader’s Tools - Top Print the PDF Save the PDF Link to Adobe website Hand Tool (push, pull) Zoom In Tool Text Select Tool Show/Hide Navigation Pane First, Previous, Next or Last Page Actual Size Fit in Window Fit Width Find Rotate Find Again
    32. 33. Using Acrobat ® Reader’s Tools - Bottom Show/Hide Navigation Pane Next, Last Page First, Previous Page Change Display Layout
    33. 34. Month End Reports - Login 2. Key in Banner user ID and Password. <ul><li>3. Select “Month End Reports” repository. </li></ul><ul><li>4. Select Enter. </li></ul><ul><li>Go to the web Address: </li></ul><ul><li> https://eprint.uaex.edu </li></ul>
    34. 35. Main Screen
    35. 36. Viewing Month End Reports <ul><li>Takes you to a listing with all the reports of a given type. </li></ul>
    36. 37. Report List <ul><li>Lists all instances on file for the selected report type. For each instance, the report title and date/time are shown. </li></ul>Simply point-and-choose to view
    37. 38. Logging Out of e~Print <ul><li>Select the Logout link in the top, right-hand corner of any page. </li></ul><ul><li>Log out if your browser will remain open. </li></ul><ul><li>Automatic logout when you close browser. </li></ul>
    38. 39. Questions? CONTACT Sheryl Baker Phone: 671-2051 Email: sbaker@uaex.edu Angela Stacy Phone: 671-2011 Email: astacy@uaex.edu
    39. 40. P-Cards Purchasing Card Program (P-Cards)
    40. 41. <ul><li>What is the P-Card? </li></ul><ul><li>A Visa credit card issued by US Bank through the State of Arkansas to UACES to be used for approved purchases </li></ul>P-Cards
    41. 42. <ul><li>Who’s Who? </li></ul><ul><li>Cardholder – Individual user </li></ul><ul><li>Account Manager – person designated by supervisors to maintain P-Card Log </li></ul><ul><li>P-Card Coordinator – Renee Perkins </li></ul>P-Cards
    42. 43. <ul><li>Restricted Items </li></ul><ul><li>Alcoholic Beverages </li></ul><ul><li>Travel/Meals/Entertainment </li></ul><ul><li>State Contract Items </li></ul><ul><li>Gifts/Personal Items </li></ul><ul><li>Cash Advances </li></ul><ul><li>Professional Services </li></ul><ul><li>Split Purchases </li></ul><ul><li>ADC/4H Foundation Purchases </li></ul>P-Cards
    43. 44. <ul><li>Effective March 15, 2006 OSP has restricted the office supplies contract to Office Depot ONLY – </li></ul>P-Cards
    44. 45. <ul><li>Transactions to Note: </li></ul><ul><li>Food or snacks for meetings – Must include FINANCE-214 with P-Card Log </li></ul><ul><li>Cell phone accessories </li></ul><ul><li>Office supplies </li></ul>P-Cards
    45. 46. <ul><li>When making purchases on the internet or telephone </li></ul><ul><ul><li>be certain that the name, billing and shipping addresses supplied to the vendor match the information found on the P-Card application form </li></ul></ul>P-Cards
    46. 47. <ul><li>Spending Controls </li></ul><ul><li>Each card will be assigned a maximum per-transaction limit based on the user’s need as approved by the supervisor </li></ul>P-Cards
    47. 48. <ul><li>Cardholder Responsibility </li></ul><ul><li>Keep P-Card in a secure place </li></ul><ul><li>Do not authorize anyone else to use P-Card </li></ul><ul><li>Keep receipts and/or shipping tickets for purchases </li></ul><ul><li>Immediately report lost or stolen card to US Bank and P-Card Coordinator </li></ul><ul><li>Refrain from making unauthorized purchases </li></ul><ul><li>Review monthly charges to verify accuracy </li></ul><ul><li>Notify Account Manager of Fund/Org # changes </li></ul><ul><li>Surrender card upon termination and notify P-Card Coordinator </li></ul>P-Cards
    48. 49. <ul><li>Account Manager Responsibilities </li></ul><ul><li>Record all purchases on the Purchasing Card Log Form (a separate log must be maintained for each card) </li></ul><ul><li>Enter appropriate fund and org numbers on each purchase so that they can be correctly charged when payment is keyed by accounts payable </li></ul><ul><li>Retain all original receipts, sales slips, cash register receipts, packing slips and credit receipts </li></ul><ul><li>Compare the Purchasing Card Log Forms to the Purchase Card Transaction Form for each P-Card </li></ul>P-Cards
    49. 50. <ul><li>Account Manager Responsibilities (2) </li></ul><ul><li>After the log and statement have been verified, the Purchasing Card Log Form should be signed and forwarded to Financial Services with original sales receipts, etc. </li></ul><ul><li>E-mail electronic version of each month’s Purchasing Card Log to Renee Perkins for batch feed in to Banner </li></ul><ul><li>Retain a copy of all P-Card Application Forms after original form is sent to Financial Services </li></ul><ul><li>Retain a copy of the Purchasing Card Log Form with signatures </li></ul>P-Cards
    50. 51. <ul><li>P-Card Log Form </li></ul>P-Cards
    51. 52. <ul><li>Merchandise Returns/Credits </li></ul><ul><li>If an item purchased with the P-Card is returned, request that the vendor place a credit on the cardholder’s P-Card account </li></ul><ul><li>A credit should be issued for any item that the vendor has approved for return </li></ul><ul><li>Do not accept a refund in the form of cash or check </li></ul><ul><li>Credit amounts/transactions should be listed on the Purchasing Card Log Form </li></ul>P-Cards
    52. 53. <ul><li>Coming Attractions . . . </li></ul><ul><li>Online review of charges before payment </li></ul><ul><li>Bank file downloaded directly into Banner </li></ul><ul><ul><li>Quicker posting of expenses to make budget checking more accurate </li></ul></ul><ul><ul><li>Forms and receipts will still be required </li></ul></ul>P-Cards
    53. 54. <ul><li>Questions??? </li></ul>P-Cards

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