UNCG PCard Coordinator Training
Coordinator Training
• Outlines Coordinator’s responsibilities
• Provides hands-on training in PCWS
– Reconciliation/Order Entry
– Setting Default Funds/Accounts
– Transaction Approval Reports and other useful
techniques
Responsibilities of a Coordinator
• Gather and maintain receipts of purchases
from all cardholders
• Reconcile PCard charges for all cardholders by
the deadline date
• Request cancellation of unused cards and
cards for individuals leaving employment in
your department
Responsibilities of a Coordinator
• Assist cardholder with lost/stolen cards and
handling fraudulent charges
• Assist cardholder with disputed transactions
• Notify the PCard Program Specialist of above,
as well as misuse of card
Responsibilities of a Coordinator
• Reconcile travel charges with regular orders –
but give copies to the Cardholder for their
TRV-1 submission.
• Update all cardholders on changes to PCard
policies and procedures as needed
Reconciliation Timeline
• UNCG receives a daily bank feed that includes all
transactions posted to our cards the night before.
– Emails are sent to all coordinators notifying them if they have
transactions to reconcile.
• All monthly charges must be reconciled by the 5th of the
month. If the 5th falls on a Saturday or Sunday, it will
move to the end of day the following Monday.
• The monthly statement includes transactions completed
from 26th-25th. (For example, transactions from January
26th through February 25th must be reconciled by March
5th)
Failure to Reconcile
• Departments that fail to reconcile their transactions by the 5th and that do
not notify the PCard Department in advance will have their purchases
charged to the listed default Banner fund/account for those PCards.
• Departments will be responsible for doing journal entries to make any
corrections to the funding for these purchases.
• Unreconciled PCards will be suspended and the PCard Compliance office will
send an email to the PCard Coordinator and Cardholder outlining the steps
necessary to reinstate the card(s).
• Repeat offenders will face more serious consequences.
Keeping Your Cardholders
Out of Trouble
• Report any suspected personal or unallowable
purchases made by your cardholders.
• Gather original receipts for all purchases made
by your cardholders and make sure vendor
name, date, item description & price, and a
total is on the receipt.
• Make sure only cardholders have access to
their card and it is not being shared with
others.
Keeping Your Cardholders
Out of Trouble
• Make sure all signatures are on the Transaction
Approval Report (Monthly Packet) for all
cardholders with purchases on or before the 12th
of the month. Additional reviewer signature must
be the budgetary authority over the funds used.
• Make sure the Gift Card Policy is followed (preapproval, $50 limit, disbursement log(s), etc.) If
gift cards are for confidential recipients then the
name of the PI holding the log must be entered
into PCWS.
Keeping Your Cardholders
Out of Trouble
• Make sure the 5 W information is provided for all
travel related purchases, as well as food, catering,
cable/internet, entertainment, flowers, gifts,
rentals, theatrical items, etc. (see complete list in
PCard User’s Guide.)
• Make sure the cardholder has provided
information on requests for tax credits if
inappropriately charged. Enter this information
into PCWS when entering the order for the
purchase.
Keeping Your Cardholders
Out of Trouble
• Make sure your cardholders are not splitting
up transactions to avoid going over their
spending limit. Report suspected cases to the
Compliance Auditor.
• Use appropriate Funding sources.
• Use appropriate Account codes.
Accounts Payable & Travel Training
• Discusses proper use of Account Codes
• Discusses Travel policies and procedures
Sign up online at http://freyr.uncg.edu
Select UNCG Workshops and Events
Select Banner Finance (Faculty & Staff Only)
Select Banner Finance Accounts Payable and
Fixed Assets
Missing Receipt
There are three circumstances in which a missing
receipt is valid:
1. International Transaction Fees – charged by the
bank for purchases made from international
vendors
2. Erroneous Charges – Include fraudulent charges
or vendor charging inappropriately
3. Credits – Given for fraudulent or erroneous
charges, return of items, tax credits, or price
differences
Missing Receipt Form
An electronic missing receipt form is located on the
web at http://web.uncg.edu/bss/MissingReceipt.
This form must be completed for international
transaction fees, erroneous charges, and credits
that don’t otherwise have a receipt.
The form must be submitted online, which will
generate a confirmation email to the cardholder,
PCard Specialist, and PCard Compliance.
Other Missing Receipts
In the event that your cardholder does not provide
a receipt for a purchase, ask the cardholder to
contact the vendor and document who he/she
spoke with, when, and the outcome of the
conversation. This information must be put into
PCWS when an order is created for the purchase.
If still unable to provide a receipt by the
reconciliation deadline, the details of the attempt
to get the receipt must be entered on the Missing
Receipt form and the cardholder will be subject
to the appropriate disciplinary action.
• What is PCard Web Solution (PCWS)?
PCard Web Solution is a web based software
application that allows for complete
reconciliation of PCard charges by acting as an
interface between the bank and Banner
Finance.
• Where is it?
https://pur.uncg.edu/pcws/
• How do I log in?
PCWS uses your Banner INB username and
password.
Reset your password at http://reset.uncg.edu
• Who has access to PCWS?
All department coordinators are given access to
PCWS, as well as the system administrators and
auditors.
What is required to use PCWS?
• In order to complete the reconciliation process in PCWS,
coordinators must have maintenance access in Banner to
the funds they are charging purchases against. Go to:
http://fsv.uncg.edu/systemsandprocedures/bannerfinsecur
ity.pdf to obtain the access form.
• PCWS users must be able to access the University network
in order to use PCWS. Special VPN access is required for
those users who are located outside of the UNCG network.
How the Reconciliation Process Works
PCard cardholders:
• Make purchases
• Submit receipts with all pertinent information to
coordinator
• Sign transaction approval report at end of month
How the Reconciliation Process Works
PCard Coordinators:
• Use the information provided by the Cardholder to enter
purchases into the PCWS order log
– Verify no sales tax charged
– Verify appropriateness of purchase
• Reconcile charges in PCWS by matching orders (PCWS)
and transactions (Bank) – usually a one click process if all
information matches
• Reconcile at least once a week, and all transactions listed
on the previous bank statement must be reconciled by
the 5th of the month.
How the Reconciliation Process Works
PCard Coordinators:
• Creates Monthly PCard Packets
– include a signed transaction approval report, original receipts for all
purchases, and other pertinent documentation (including missing
receipt forms) and must be signed by all parties by the 5th of each
month. The receipts are attached to the transaction approval report
in the order they appear on the report.
• Verify that all transactions submitted via PCWS have posted
correctly to the proper university fund
– Using Banner, Genie, or ePrint
How the Reconciliation Process Works
PCard Program Specialist:
• Oversees the download of PCard transactions from
bank into PCWS
• Uploads reconciled transactions from PCWS into
Banner Finance on a daily basis (Monday-Friday)
• Checks PCWS for unreconciled charges and takes
appropriate actions
How the Reconciliation Process Works
PCard Compliance Auditor:
• Reviews daily transactions for appropriateness
• Periodically reviews departmental PCard Monthly
Packets for propriety. These compliance reviews are
meant to ensure purchases are made in accordance
with State, University and PCard policies.
• Administers Disciplinary actions as outlined in the
PCard Users Guide
For anyone using the PCWS software, there are 4
terms that will make it easier to understand how
the system works:
•
•
•
•
Order
Transaction
Match
Reconcile
•
Order – After a purchase has been made, Card
Coordinators will enter a new order into the PCWS
order log for that card.
•
Transaction – After the bank statement has been
downloaded into PCWS, there will be a transaction
summary report available to view. A transaction is a
charge that shows up on the bank statement.
• Match – After the bank statement has been
downloaded into PCWS, it is necessary to match the
orders that the Coordinators have entered into PCWS
to the list of transactions provided by the bank. (This
is usually a one click process)
• Reconcile – Once a purchase has been matched, it
will show in the system as “reconciled”. The final step
– DONE button.
Reconcile =
match orders (PCWS)
to transactions (Bank)
Once the DONE button is
pressed, a file is created and the
expenditure appears in Banner
and Genie in 2 days.