P-card
Troubleshooting
Cecilia McClay
Procurement Services
www.bc.edu/pcard
BC wants to stay ahead..
Administrative roles have changed with the times.
•
More Federal and University Regulation
•
Services Centers
•
26 Million $ on p-card annually
•
86,000 transactions on p-card
•
Goal: overall reduction in spend and transactional costs
Departmental P-Card Administrator roles and responsibilities
• Create departmental accounts for new p-card chartstrings
(PeopleSoft)
• Determine and set individual limits as determined by the
department and University standards (PeopleSoft)
• Maintain and update cardholder information (PeopleSoft)
• Troubleshoot declines within the department (PeopleSoft and
Access-on-line)
• Deactivate p-cards for employees who have left the University,
have moved to another department, or should no longer have
access to the applicable chart string. (PeopleSoft and Accesson-line)
Departmental P-Card Administrator roles and responsibilities
•
Maintain adequate budgets in the p-card accounts, including
monitoring P-cards for low budget. (PeopleSoft and Access-on-line)
•
Review transactions for compliance with University as well as
restricted funds policies and procedures and ensuring cardholders
are familiar with the restrictions (PeopleSoft and Access-on-line)
•
Identify possible fraud issues. (PeopleSoft and Access-on-line)
•
Reconcile cardholder statements to PeopleSoft accounts.
(PeopleSoft and Access-on-line)
•
Review and monitor p-card needs for fiscal year end. (PeopleSoft
and in Access-on-line)
In this class you will learn:
• The relationship between PeopleSoft
and US Bank’s Access-on-line
• How to troubleshoot declines at the
department level
• How to answer FAQ’s
• Maintain P-cards through reports in
Access-on-line and PeopleSoft
The relationship between PeopleSoft Financials and US Bank
PeopleSoft Transaction
Anything p-card related done on
PeopleSoft by 3 pm.
(After 3 pm, files go to the bank by
4pm)
US Bank receives daily
files by 4 pm which
include budget transfers,
card cancellations, new
cardholder or chart string
applications, changes to
monthly or single
transaction limits.
US Bank completes
daily files by noon
on the next business
day
The relationship between PeopleSoft Financials and US Bank
P-card Transaction
DAY 1
Purchase is made by pcard. Vendor receives
approval for purchase from
US Bank. Monies are
encumbered on the p-card
Vendor closes credit card
batches at end of business
day and transaction moves
from the approval status to
the transaction status.
----------------------------------------Please note: Transactions
will stay in “approval status”
until product is shipped.
DAY 2
Billed out transactions go
to US Bank.
DAY 3
Transactions are
reviewed and budget
checked.
Bank sends all completed
transactions to Boston
College by 4 pm
Posted by Controller’s
Office
Bank Files are uploaded into
PeopleSoft Financials by 4
pm
Departments can view
transactions on
PeopleSoft
The relationship between PeopleSoft Financials and US Bank
THE APPLICATION PROCESS
There are 3 steps to creating a p-card in PeopleSoft on a new
chartstring:
1.
A budget transfer needs to be done in PeopleSoft into the p- card
account (68370)
2. The new charstring needs to be added in the PeopleSoft.
BC Custom>pcard>pcard department create.
Even though it is in PeopleSoft already, the chartstring
needs to go to US Bank so that they may assign it a
separate “company” number. This company # will be US Bank’s
way to identify the chartstring and the p-card/cards
associated with it.
3. Create cardholder application on PeopleSoft
BC Custom>pcard>cardholder create
The relationship between PeopleSoft Financials and US Bank
New Chartstring Application Process
In PeopleSoft the
user inputs:
1. Budget
transfer
2. P-card Dept
Create
3. P-card
Application
Bank receives pcard application
on daily files
listed with the
new company #
and assigns the
card
Application
sent to bank
on the same
day the
company # is
uploaded into
PeopleSoft
Cardholder
receives
card within
10 days
US Bank receives
a request to
create a new
company #
associated with a
chartstring that
has never had a pcard before
US Bank
assigns co #,
sets budget
and sends back
to PeopleSoft
within 2-3 days
on the daily
files
New co # is
assigned and
added to the
BC Custom
menu in
PeopleSoft
The significance of a “company” number
• US Bank assigns a unique company # for
every unique chartstring in PeopleSoft
Financials.
Most Common issues and questions University-wide that
can be answered by utilizing Access-on-line and PeopleSoft
1)
Why is my card declining?
2)
What is the difference between pending transactions and the
transaction list?
3) What is my real-time balance?
4) I have multiple cards, which one is for which budget?
5) Where is the card I ordered?
6) What’s the billing address associated with my card?
7) What is my card limit?
8) How do I do a p-card application?
US Bank’s Access-on-line features:
Immediate Information at your fingertips
1. Track available budget in real-time
2. See declines -know why-resolve
3. Reports:
– Account List
– Transaction detail
– Declined transactions
Please sign in:
https://access.usbank.com
P-1s designate the Department P-card Administrator for each department.
Every Administrator MUST have access to all p-card chartstrings and
cardholders within their jurisdiction.
Looking at pending transactions and declines in Access-on-line
1) Why is my card declining?
Account information> cardholder account profile
Pending transactions are real-time. In this field approvals and
declines can be seen.
Pending transactions will stay under “account
authorizations” for up to 5 days. When the vendor is paid, the
transaction will move to the cardholder’s transactions list in
Access-on-line
Why is my card declining?
continued
Input cardholder’s last name or credit card
number
Why is my card declining?
Click on: account authorizations
drill into time to see reason.
continued
Why is my card declining?
continued
Problem: VELOCITY LIMIT on this example is 500.00 and the account exceeded the
velocity amount. The velocity amount is the total budgeted amount of the p-card account
in PeopleSoft. This amount must be reduced by the amount already spent or pending on
transactions. In this case there is less than $49.00 in the available.
Solution: A budget transfer must be made into the p-card account (usually 68370).
Keep in mind, the budget transfer, if done by 3 pm will generate an e-mail to the
bank and be available by noon on the NEXT business day. BUDGET TRANSFERS
ARE NOT REAL-TIME FOR P-CARD.
Why is my card declining?
continued
Problem: MCC EXCLUDE or THE PURCHASE IS NOT ALLOWED. In this example we can see
the MCC is listed as “Eating Places and Restaurants” which is against BC policy.
Solution: A voucher must be done in PeopleSoft
P-cards are set up with certain restrictions which are not allowed such as travel and
entertainment related expenses (restaurants, airfare, buses, hotels, museums, etc)
professional services, (physicians, lawyers, accountants, consultants, etc, utilities) and
cash advances. The cards are designed to decline if purchases are attempted for these
businesses.
Why is my card declining?
continued
CRV STATUS
Problem: CRV means the CARD IS NOT ACTIVATED. Even reissued cards
must be activated by the cardholder when received.
Solution: Cardholder must call US Bank to activated card using (confidential
data- check with procurement) instead of the last 4 digits of SS #.
Why is my card declining?
continued
Q-9 Status: The Grant has ended, card is temporarily closed
fully close the account.
Problem: Q9 means the end date of the grant has been reached. US Bank
has put a temporary hold on the account until they receive instructions to reopen a grant with a new close-date or
Solution: Go into PeopleSoft on the BC Custom menu to check the grant enddate. BC Custom>pcard>dept create
If the date is incorrect, contact OSP
To correct it on PS.
If the date is in the future, contact
Procurement at pcard@bc.edu
So that the bank can correct it.
Why is my card declining?
continued
Decline error: ADS I STRADEGY
Problem: ADS is a fraud alert code. The information provided by the
cardholder to the vendor does not match the information in Access-OnLine.
Solution: Double-check the CVC Code (3 digits on the back of the card) and
expiration date but the most common error is the address. The match is for the
billing address, not the shipping address. Check the demographic information
associated with the P-card on Access-On-Line under account
information>cardholder account profile>demographic information
• Please use ADDRESS 1. The zip code and telephone number associated with
the account can also be found under demographic information.
Why is my card declining?
continued
If you receive any of the following codes for a
P-card decline, please have the cardholder contact US
Bank directly at 1-800-344-5696 to verify charges.
ADS II FILTER (fraud alert)
CAUTION ACCOUNT (unusual activity)
PICK-UP FRAUD Code- F1 (compromised)
If the charges are legitimate, then the bank will release the
card right away.
Please do not contact Procurement: US Bank will only
verify charges from the cardholder.
2) What it the difference between a pending transaction and a
posted transaction?
View pending transactions: account information>cardholder account
profile>account authorizations
Problem: The cardholder wants to know if a vendor has charged their card. This is
imperative for departments especially at FY End to ensure May purchases are
billed by May 31st.
Solution: Know the difference between a “pending transaction” and a “posted
(billed) transaction”.
Pending transactions are shown on the “Account Authorizations” list. They are
approved transactions that have NOT been billed out by the vendor until they hit the
transaction list. After they are submitted by the vendor they are removed and go
into the transaction list.
What it the difference between a pending transaction and
the transaction list?
Continued
View the transaction list: account information>cardholder account
search>transaction management>transaction list
What it the difference between a pending transaction and
the transaction list?
Continued
The transaction list has charges that will hit PeopleSoft within 1-2
business days. More detail about the purchase can be found here if you
drill into the date:
What it the difference between a pending transaction and the transaction
list?
Continued
Transaction list: Drill into date> transaction line items
If the vendor has level 3 data, you can find the line-item date here.
3) What is my real-time balance?
account information >cardholder account profile>cardholder’s
name or card #
Problem: Cardholder needs to know a true balance to see if they
have funds to make a purchase
Solution: Check real-time balance in Access-on-line
Real-time balance
view a managing account>
continued
Real-time balance
>authorization limits
continued
Real-time balance
continued
The Custom Velocity Limit should equal the amount budgeted in the p-card
account in PeopleSoft. The spent amounts will usually be different if charges
haven’t hit PeopleSoft.
4) Which card is for which budget?
Peoplesoft: BC Custom>pcard>bc pcard holder update
Problem: A cardholder with multiple cards can not identify the
chartstring
Solution: Cards should be titled at the PeopleSoft Application level
(when they are being created). If it’s not changed at the application
level, then the card will display the Dept. ID and program code only.
This information can also be found in Access-on-line.
Which card for which budget?
continued
Identifying text should be entered into the card text at the
application level. This is crucial for cardholders with
multiple grants to avoid using the wrong card.
Which card for which budget
continued
Account information> cardholder account profile>(input name)> default
accounting code
This information is also listed in Access-on-line
Access On-line Reports to help manage your department’s pcard program through reports
ACCOUNT LIST: This report is an extremely useful tool to help
proactively manage the p-card program in your area. The
information provided contains:
•
•
•
•
Every active and cancelled card in your department
The chartstrings associated with every card
Whether or not a new card has been activated
E-mail and physical address and telephone # associated with
every card
• Bank assigned company number and the chartstring
associated
• Single and monthly card limits
• Cards with a Q-9 status (temporary hold)
Note: PeopleSoft also has pcard management reports listed at the end
of slide show
Reports to help manage your department’s p-card program
through reports
ACCOUNT LIST
Reporting>program
management>administration>account list
Account list continued
Account list continued
Account list continued
Accept the hierarchy and run the report
Decline Reports
Decline reports contain valuable
information such as:
• A cardholder may need to be trained on what is not
allowed on p-card
• The budget may be low and automated charges are
declining
• Possible fraud attempts
Decline reports continued
Decline Reports: reporting>program management>administration>declined
transaction authorizations
Decline reports continued
Don’t forget to click on to the hierarchy to capture all of
your department’s chartstrings and change output to
excel
Transaction detail report
The Transaction Detail Report is a total report of all statements for the month of all
cardholders.
This report provides all transactions for the date parameters entered.
Select: Reporting>financial management>transaction detail
Transaction detail report continued
Choose a cycle date for statements which are available by the 27th
of each month. Make sure the start date and end dates are the
same month on the first day.
For example, to obtain April 2014 statements for all cardholders,
select the start date as: 4/01/2012 and the end date as 4/01/2012.
The setting must be on “cycle date”.
Transaction detail report continued
PeopleSoft Queries for P-card
Reporting tools>query>query viewer
• BC_PCARD_DATA_BY_DEPT (all activity for
reconciliation)
• BC_PCARD_DATA_BY_FUND (grant activity)
• BC_PCARD_DATA_MCC_EXCEPTIONS (identify
unusual charges)
• BC_PCARD_LEVEL3_ALL (line item data, if available)
• BC_PCARD_HOLDER_LISTING (list all active p-card
holders)
• BC_PCARD_BUDGET_LOW
PeopleSoft Report for breakdown of P-card Charges
This report maps your p-card charges
into the correct accounts.
Commitment control>budget
reports>budget actuals/reconciliation
(detailed instructions to follow)
Tools Provided:
Complete P-card Labs for Cardholders and
Departmental P-card Administrator:
www.bc.edu/pcard