Using the PeopleSoft P-card System

The Purchasing Card (P-Card) is a Visa Card through JPMorgan Chase and is administered by the Procure-to-Pay Office. P-Cards offer college employees the opportunity to streamline their procedures for procuring and paying for goods and services.

The P-card program delegates the authority and capability of purchasing items directly to designated cardholders. It is a method of payment for employees to make purchases for official college business. The p-card program reduces the volume of accounts payable transactions and the associated administrative costs by eliminating vendor invoices and consolidating multiple vendor payments into one monthly payment to JPMorgan Chase. While the use of a p-card leads to accounting efficiencies, departments must maintain strict internal control over the use of cards and ensure that relevant procurement guidelines are observed, especially those detailing the use of state & federal contracts. The p-card should be viewed at all times as an efficient means of payment, not a substitute for proper procurement procedures.

Cardholders are required to adhere to all guidelines outlined in the TCC P-Card Policies and Procedures manual. Failure to comply may result in the suspension and/or termination of the card(s).

Getting Started

P-Card transactions are required to be reconciled monthly and it is the responsibility of the departments to ensure the charges have been paid from the proper funds. Monthly reconciliation ensures that all the charges paid actually belong to your department and demonstrates that your department has good internal controls.

If you do not have access to:

  1. JP Morgan Banking Online - Call the Procure-to-Pay P-Card Administrator at ext.: 5044 or 5372.
  2. PeopleSoft (PS) CTCLink Procurement Card Page - Call the IT department at ext. 5043. You may have to submit a ticket to the IT department due to added security roles. Go to: http://tcclearn.tacomacc.edu/ics/support/splash.asphttp://tcclearn.tacomacc.edu/ics/support/splash.asp

Request Support tab > Submit Ticket. Follow instructions on how to submit ticket or call IT Dept. for assistance.

JPMorgan Chase – Monthly Cardholder/Company Statement

Departments need to run this report every month as their official monthly bank statement from JPMorgan Chase. It lists their department cardholder accounts and purchases/credits made during the billing cycle period and used to reconcile to the PeopleSoft (PS) Reconciliation Statement.

Download the JPMorgan Bank Statement

Go to the JP Morgan Banking online Portal to download bank transaction(s) for the month ending:

https://www.paymentnet.jpmorgan.com

1. Enter your Organization ID, User ID and Password

2. Choose Reports > Create. Find and click on the Report Name Statement of Accounts Landscape.

3. On the Report Details Screen

  1. In the Name field, enter a unique name for the report.
  2. Enter the following  
    1. Date Range
      • Field = Post Date
      • Operation = Is Relative
      • Value = Last Month
    2. Criteria =
      • Field = Account Number
      • Operation = Is Equal To
      • Value = “16 Card Number” entered here
    3. Select the Schedule to Run Automatically checkbox. Schedule to Run Automatically (Optional): You can select this option to run monthly on a certain date or the other options available for selection.
      • Frequency = Cycle
      • Cycle = ND Cycle
      • Select First day of current period

4. Click Save.

5. Click Process Report.

6. Open and print the report once it is done processing.

7. You will be directed to the Available Downloads Screen. Click Refresh until the Status is Successful. Click on the Report Name hyperlink.

8. Click Open.

9. The PDF file will open. You can print and/or save the file. Once you have scheduled the report to run automatically, it will be available under Reports > Download the day after the cycle ends.

The bank statement must be used to verify and reconcile your P-card transaction(s) with the PeopleSoft Reconciliation Statement for the month end and to attach all supporting documents (receipts, invoices, internet receipts, etc.) for record and auditing purposes.

10. This information will be kept with the departments records and the signed copy should be scanned and sent to the Procurement Administrator in the Procure-to-Pay Office.

11. Please ensure the Reconciler and the Department Manager sign the Statement of Account Landscape report. The signature page must be printed for each cardholder and must be maintained in the department with the signatures verifying this process.

Reconciling the PeopleSoft P-card Reconciliation Statement

Go to the FMS Portal: https://ptprd.ctclink.us

1. Enter your ctcLink ID (10100XXXX) and Password.

2. Click Sign In.

3. At the ctcLink gateway page, click on the FSCM tab.

PS P-Card Reconcile Statement

Reconcile Statement allows you to review and reallocate p-card transactions. If you leave all search fields blank, and click Search, you will see all the cardholders you are assigned proxy to. If you want to search cardholders individually, enter the cardholder’s Employee ID or Name then click Search.

Navigation: Purchasing > Procurement Cards > Reconcile > Reconcile Statement

What can I view?

Users are only able to view P-card Charges that they have been given access to view. Most users will only be able to view their own P-card Charge. If you are responsible for reconciling multiple P-cards, you may have access to view multiple P-card Charges.

Locating a Statement

Users can locate an entire Statement or a specific transaction on a Statement via the Reconcile Statement Search screen. The two most common search fields are the Employee Name and the Card Number.

To locate a statement for an employee, follow these steps:

  1. Locate the Employee Name field and click once on the search icon. A list of the employees that you have access to view are displayed. Or you can type in your TCC User ID.
  2. Click once on the name link of the desired employee. You are returned to the Search screen, and the Empl ID field and the Employee Name field are populated with the selected employee data.
  3. Change the transaction date to last month’s date (1st of the month to ending date of the month).
  4. Click on Search. Your Bank Statement page is displayed on the screen.

Note: The “Rows Per Page” can be changed to another number and/or can be blank.

Reviewing the Bank Statement Page

You are presented with a series of rows and columns. Each row represents an employee’s transaction; the columns represent information about the charges. The following is a list of column headings:

  1. Row Number - Select the check box for the line that you would like to review.
  2. Employee Name* - The system displays the name of the card holder.
  3. Card Issuer* - The system displays the Bank Name who issued the card.
  4. Card Number - The system displays the last four digits of the credit card number.
  5. Trans Date - Displays the date that the transaction occurred.  (The date that you made the purchase.)
  6. Merchant Name - Displays the merchant’s name  the source of the purchased goods. The name is a hyperlink to the Merchant Details page.
  7. Status - Displays the status of the transaction. Valid values are: Staged, Verified and Approved.
  8. Transaction Amount - Displays $0.00 in the field.  This field is NOT the amount of the transaction.
  9. Line Details - Displays the detailed information for the transaction.
  10. Distribution - Select to access the Account Distribution page.
  11. Comments - Click on this link to go to the Line and Dispute Comments page. (Comments are for Internal Use Only.)
  12. Budget Status /Validate Budget - Is an automated process that ensures sufficient budgeted funds are available to cover an expense or transaction when it is submitted through PeopleSoft. Valid values are: Not Chk’d, Valid, Error.
  13. Chartfield Status - Identifies if the Chartfield used for distribution of charges is a Valid Chartfield. Values presented could be either Valid or Recycled. If the chartfield status is Recycled, it indicates that the chartfield did not pass the system validation check.  (Go to Module 2 for additional details.)
  14. Redistrib - Identifies if the charges have been redistributed.
  15. Voucher Error - Identifies if there is a voucher error.
  16. Select All - Click on this link to select all transactions on the page.
  17. Clear All - Click on this link to unselect all transactions on the page.
  18. Stage, Verify, Approve - Click this button to Stage, Verify, or Approve the selected transactions.
  19. Search - Click on this link to open the Reconcile Statement Search page.
  20. Purchase Details - Not Applicable.
  21. Split Line - Click on this link to go to the Transaction Splits page. Option  Not required
  22. Distribution Template - Click on this link to access the Distribution Templates and Reset Status page. Option  Not required
  1. Use the Procurement Card Transaction page to review, manage, and approve procurement card transactions loaded by the Load Statement process. You can view all of the procurement card transactions that you have been granted authority to access on the Cardholder Profile - Card Data: Assign Proxies page.

          a)  Review the P-Card transactions.

          b)  To locate a transaction via the Scroll feature, you can either select View All to display all transactions at one time on the screen, or select the Scroll arrows to view nine (9) transactions per page.

2. If you need to change the chartfield account string, click the Distribution button to define account distributions for any each line.

Only the Dept. Codes and Grants that you have been approved for will show in the drop down box. If you need any values added, please contact the Grants Specialist at Financial Services. Once you have verified and/or changed the chartfield click “OK” to exit the screen back to the “Procurement Card Transactions” page.

3. Once you have verified the details for the transaction(s) update the Status from Staged > Verified.

4. The Department/Budget Manager will then review & approve the transaction(s) and update the Status to Approved and run the Validate Budget check (See Page 9 “Performing the Budget Validation”).

5.  Click the Billing tab.

6. Use the Billing tab to review the billing transaction details.

a)  Enter appropriate/additional Description information for each line if applicable.

b)  If your records disagree with the billing amount, contact the Procure-to-Pay Administrator to report all Disputed Amounts with JP Morgan. Refer to page 16 “Disputing a Transaction” on the procedures of How to Report a Disputed Amount.

c)  The Billing Date displays the Visa file date.

d)  Click the Transactions tab.

Approving Single/Multiple Transactions

After reviewing the transaction, and distributing transactions to the appropriate chartfield, you must Approve the transaction. You can either approve transactions one at a time, or approve multiple transactions at a time.

Before approving transactions, it is important to first Save any transactions on which you have worked.

To approve a transaction, follow these steps:

1.  On the Transaction tab, go to the Status field.

2.  Select only the transaction(s) to approve by clicking in the checkbox to the left of the Employee Name. Update the transaction Status for an individual line or for many lines in mass.

a)  Use the Status drop-down button to select ‘Approved’, ‘Staged, or ‘Verified.’

b)  Select the Drop Down box, and select Verified.

c)  To change the status for multiple lines at once, click the check box next to each line and use the buttons at the bottom of the page (Stage, Verify, or Approve) to change the status to the appropriate value.

Note: The Chartfield Status must state Valid to proceed.

3.  Save the transaction.

Performing the Budget Validation

Budget Validation is an automated process that ensures sufficient budgeted funds are available to cover an expense or transaction when it is submitted through PeopleSoft. The budget check process generates exceptions when circumstances warrant user review:

  • Warnings  allow the transaction or expense to be processed. Violating rules such as minimum balances can generate warning exceptions.
  • Errors issued when sufficient budget is unavailable, errors generate a user notification and do not allow a transaction or expense to be processed. Situations such as insufficient budget or out-of-date cost centers generate error exceptions and user notifications.

1. Perform Budget Validation on a transaction using one of the following available methods.  You have the option to perform:

  a)  Budget Validation on all the transactions when you save the page

  b) You can select transactions and then perform Budget Validation on those transactions when you click the Validate Budget button.

  c) Select ALL to perform Budget Validation and click the Validate Budget button.

2. Click the Save button to complete processing.

3. If the Budget Status comes back as “ERROR”, you will need to check and correct.

4. Address the Budget Check Error. Perform one of the following corrective actions to address the budget check error:

  • Update the journal with an alternative cost center.
  • Update the journal amount to the available budget in the source cost center.
  • Cancel the budget journal.

5. If the chartfield budget does not exist.  Work with your department budget manager to correct budget error.

Note: Be careful when selecting ALL transactions to perform the Budget Validation. Look at the transaction date(s) and select only those that you are submitting for “Approval” for the reconciliation period.

6. The following fields are required:

7. If you enter a proj/grant, dept. ID combination that isn’t correct, you will get the following message when you try to save:

8. Go to the distribution to correct the combination.

Note: Only the Dept ID’s and Grants that you have been approved for will show in the drop down box. If you need any values added, please work with your respective department budget manager to add/change/delete any values needed to correct the budget error.

Adding Comments

The Line Comments provides the ability for additional information to be entered regarding the transaction. This is very helpful when purchases are required to be justified for projects or grants. You may want to record information about returns, credits, or disputed amounts. In addition to entering comments in the Comments text field, the ability to Attach documentation is also available.

The information entered into the Line Comments page is for the department use only.  The information does not transfer to the General Ledger, or to any reports.

To enter Line Comments, follow these steps:

  1. Open the Bank Statement.

2. Identify the transaction.

3. Click once on the Comments icon. The Line Comments page is displayed.

4. Click once in the Comments text box, and enter the desired text.

Adding Attachments

You can add attachments to P-Card transactions. Use this tool to attach your P-Card transaction receipts and/or supporting documents. This can be done on both the unposted and posted transaction pages by clicking on the “Comments” icon.

  1. To attach a document, click once on the Attach button. The following screen is displayed:

2. Click once on the Browse button. A list of your file structure is displayed.

3. Navigate to locate the file to upload.

4. Either double-click on the file to upload, or click once on the file name, and click once on the Open button. The selected file name is displayed in the Browse field.

5. Click once on the Upload button to attach the document to the transaction Line Comment.

6. When all comments and attachments are uploaded, click once on the OK button to return to the Bank Statement.

7. Click Save to save the changes.

8. If a comment is entered for a transaction, the Comment Icon changes to a cloud bubble.

Disputing a Charge

If a charge on your bank statement needs to be disputed, you should complete the JPMorgan Bank Dispute Form, located on the Procurement web page. Fax the completed dispute form to Procure-to-Pay at 253-566-5379.

Note: Changes made on the Bank Statement are for Departmental purposes only. All disputes must be reported and managed directly through JPMorgan Bank.

P-card Report

There is a download button where you can download your transactions to Excel.

Note there are 42 unposted transactions but only 9 are showing up on this page.  When you download, you will get all the transactions.  (Only the transaction information that shows on the page will be on the download, chart fields aren’t shown so they won’t be in the download).

1. Click the download icon that the arrow is pointing to in the picture above.

2. You will get this message. Select “Yes”.

3. The transaction information is listed, you can sort and perform other Excel functions.

Getting Help and Contact Information

P-Card provider: JPMorgan Chase

1-800-270-7760

 

TCC P-Card Team Administrators:

Kirby Bedonie

Procure-to-Pay Manager

Procure-to-Pay Office

Phone: 253-566-5372

Fax: 253-566-5379

E-mail: kbedonie@tacomacc.edu

 

Nermalyn Edwards

Assistant Finance Director

Financial Services

Phone: 253-566-5013

Fax: 253-566-5379

E mail: nedwards@tacomacc.edu

 

Julie Carrier-Wells

Purchasing Specialist

Procure-to-Pay Office

Phone: 253-566-5044

Fax: 253-566-5379

E-mail: jcarrierwells@tacomacc.edu

If you suspect fraudulent use of your card report this immediately to JP Morgan Chase Bank and the Procure-to-Pay Office.

Definitions

Display Unmasked Card Number: Select this check box if you want to show the full credit card number on the page or report. This check box appears cleared by default. This check box will only appear on a page if you are associated with a role that has Unmask Card Number rights for procurement cards.

Note: This field pertains to role of the user accessing the page.

Card Issuer: Select the card issuer. In most cases, this is the name of the bank that issues the card.

Card Number: Enter the procurement card account number. Plus, you can perform a partial search on the card number field.

The maximum number of digits that you can perform a partial search against is based on the Number of Digits to Display field setting as well. For example, if the number of digits to display is 4, and you enter 1234 in the card number field, the system will use %1234 to search for the corresponding card numbers.

The system compares against the right most digits. If you enter 12345 the system won't be able to find any corresponding card number matches.

If there are multiple cards with the same suffix and they are owned by the same employee, then the employee ID and name will appear in the header of the page. However, if they are owned by different employees, then employee ID and name will not appear.

Billing Amount: Amount and associated currency billed for the statement line.

Location: Location to which payment for the selected lines is to be distributed.

Merchant: Source of the purchased goods or services.

PO Qty (purchase order quantity): Displays the purchase order quantity of each item purchased for this statement line. If there's no purchase order associated with the statement or the quantity is unknown, the purchase order quantity automatically changes to 1.

Posted Date: Displays the date when each statement line has been processed and posted by the card issuer.

Proxy: A PeopleSoft user who has access rights to procurement card transactions.

Reference/Reference Number: Unique number captured by the merchant at the point of sale to help identify the transaction.

Role: A procurement card role carries a unique set of access rights.

Role Name: Select the role name that you want to filter the report by. The roles available for selection, are those roles that belong to the current user that also have cards assigned to them. It does not include those roles that have no cards assigned to them.

Ship To: Address to which the goods that you purchased were shipped. Used to identify applicable taxes if you decide to have the system calculate the sales or use tax for the statement.

Statement Status: Statement line status. Values are:

  • Staged: Statement from the bank is loaded into the staging tables by the Load ProCard Stage process.
  • Initial: Statement has been staged in the statement table and the cardholders have been notified through the Bank Statement Workflow process. After each notice has been successfully sent to a cardholder, the system updates its status to Initial if it was Staged.
  • Verified: Statement is waiting to be reviewed. After verification, the statement line status changes to Approved. Currently, the verified status does not have any significant meaning by itself. However, it can be used in an environment where tighter control is required. The cardholder can only set the status to Verified and another person has to approve it and set the status to Approved.
  • Approved: Statement is ready to be picked up by the voucher process. Only those statement lines that are approved are pushed to the voucher staging tables.
  • Closed: Statement has been pushed to the voucher staging table.
  • Not Closed: Any transactions that are not in the voucher staging table.
  • Error: Procurement card transaction that failed voucher edit.

Tax Code: A set of tax authorities that comprises all taxes that apply within a particular geographical location. In this US, tax codes are state, country, city, and other special jurisdictions. This field is informational on the procurement card transaction.

Transaction Amount: Amount of the purchase and the source amount (in its local currency) charged by the supplier. The amount and currency may be different than the billing amount and currency that the cardholder is liable to pay.

Trans Date (transaction date): Date when the goods were purchased.

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