PAYMENTNET
at the University of Pennsylvania
New Purchasing Card Management
Software Application
February 7, 2007
Agenda
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Project Objectives and Updates
Updating to PaymentNet
PaymentNet System roles defined
PaymentNet Best Practice Process
Quick view of the PaymentNet Application
Next Steps for Senior BA’s
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Verification of Roles Assignments
Training Requirements
Questions and Discussion
Project Objectives
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Enhance the credit card program currently in place
Manage cardholder spend
Monitor overall purchase activity, risk, and compliance
New features in PaymentNet include:
 Online Transaction Inquiry and Review
 Self-Service Statements and Reports
 Management Inquiry Capabilities
 Online Transaction Disputes
Project Updates
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Purchasing Card Administrator is live in
PaymentNet Application
Administrative parallel testing is ongoing
New application form now available
Purchasing Card Advisory Team to conduct
parallel testing February 28 – March 30
Go –Live for the application - April 30
Username and password will be available on
U@PENN
Updating to PaymentNet
What’s not changing with PaymentNet
 Cardholder Responsibilities
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Maintains supporting documentation
Provides appropriate account information to person performing the
reallocation
Prints monthly statement – attaches documentation
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.
Canceling a card, reporting a lost or stolen card
Transaction data history will be available for the last 18 months
PaymentNet System Roles defined
Program Administrator- All responsibilities are
accessible
 Auditor – Read only access for Internal Audit,
PWC, AP and Purchasing
 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
 Manager- School/Center Administrator- reviews all
cardholder and TA activity and creates reports
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PaymentNet Best Practice Process
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Cardholder
Online transaction detail available
 Review transactions and include detail transaction
notes
 View and Print monthly statements in PaymentNet
 Enter and review disputes
 Review declines
 P-number will remain the same
 Penn Key ID – User Name
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PaymentNet Best Practice Process
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Transaction Approver
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Verifies reviewed transactions and detail notes
Review declines and monitor spending
Reallocate in BEN Financials, or assigns to another person
Run reports with querying flexibility
Reviews monthly statement by cardholder and signs off with
the detailed notes or attached documentation.
Monthly statement filed by cardholder or Transaction
Approver
PaymentNet Best Practice Process
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Manager
Monitors spending activity of all cardholders in
hierarchy as assigned
 Monitor real time spending balances
 Run Summary or Audit Reports for all
responsibilities in their hierarchy with querying
flexibility
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Next Steps for Senior BA’s
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Verification of Current Hierarchy
Roles of Cardholder, Transaction Approver and
Manager
 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
 Any changes to the existing hierarchy structure must
be communicated to the Purchasing Card
Administrator by March 15.
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Next Steps for Senior BA’s
Training Requirements
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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:http://Knowledgelink.upenn.edu
Two sections, both are required (100% Score)
 Section 1: Policies and procedures
 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
Questions and Discussion
Vira Homick
homickv@pobox.upenn.edu
Cheryl Walker
walkercl@pobox.upenn.edu
Please submit questions to:
pnet@pobox.upenn.edu