[PPT] - PCARD SUPER POWERS TABLE OF CONTENTS Policy and Procedures Page 3 PowerPoint Presentation

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PCARD SUPER POWERS

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NEW PCARD POLICY & PROCEDURES Effective May 1, 2019 Approved by the President’s Cabinet

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NEW STREAMLINE PROCESSES

Starts on the 1st Day

f the

Month

ELECTRONIC APPROVAL

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No More Paper Expense Reports to get Signed

BILLING CYCLE DATE

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NEW STREAMLINE PROCESSES

Receipt Image Capture Approval Reconciliation 24/7/365 Anywhere Anytime

PAPERLESS

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Receipts Submission Approval Storage

MOBILE APP

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Spend Limits

Coded with a single transaction and monthly spend limit
Limits aligned to department’s core function, budget and employee’s job responsibility
Spending habits will be audited for card limit adjustments
Alternative payment methods such as cash, check, personal credit card or gift card redemption

CANNOT BE USED to circumvent University’s current processes, policies, reviews or approvals for restricted and declined purchases

Tax Exemption Status

Classified as a non-profit educational institution and exempt from the Pennsylvania Sales

and Use Tax

Cardholder is responsible to ensure that the seller does not charge PA sales tax on the purchase
A Tax Exemption Certificate may be required for on-line merchants and for in-store purchases
Obtain from Business Office @ https://www.cabrini.edu/globalassets/pdfs-website/business-
ffice/pa-tax-exempt-cert-2019.pdf
Cardholder is responsible for contacting merchant to get applicable tax credited back

Auditing

Every PCard transaction by every Cardholder is audited by the Business Office each month to verify

the business purpose, budget coding and to protect the University from fraud. The University is also subject to audits conducted by the Commonwealth of Pennsylvania and other governing bodies, including an independent end of fiscal year audit

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POLICY & PROCEDURES USE GUIDELINES

Alcohol: Restricted. The purchase or reimbursement of alcohol, under all circumstances, is Not Permitted, unless

when it is a necessary and integral part of a University and/or Fundraising sponsored and authorized event(s) with final approval by the Vice President prior to the event. Cardholder should contact the Business Office to obtain an Alcohol Authorization Letter to present to the merchant at the time of purchase

Artwork and Office Décor: The purchase of decorative accessories, artwork (frames, prints, photos), plants,

expensive and/or personalized office supplies (briefcases, luggage, portfolios, pens), nameplates, signage and holiday decorations are Not Permitted

Cell Phones: See Cell Phone Policy
Computer Equipment: Restricted. Contact ITR
Employee Awards: Not Permitted. Contact Human Resources
Floral, Fruit, Gift or Gift Basket (Tribute) Arrangements: If a (Tribute) Arrangement is deemed to be

appropriate, requesting office(s) should coordinate with the President’s Office to determine which office will send the (Tribute) Arrangement. Only ONE (1) (Tribute) Arrangement can be sent using University funds. Additional (Tribute) Arrangement receipts submitted by check request for reimbursement will not be processed and PCard charges must be reimbursed back to the University

Furniture: Contact Facilities and Procurement Manager
Gifts and Awards to Students and Others: See Gift Card Policy
Gift Cards for Employees: Not Permitted. See Gift Card Policy
Gift Cards for Students and Other: See Gift Card Policy
Kitchen Appliances: The purchase of kitchen appliances such as refrigerators, microwaves and other kitchen

appliances is Not Permitted. Contact Facilities

Series Buying: Is the practice of buying goods via multiple purchase transactions of small dollar amounts to

circumvent per single-transaction limits and/or to avoid competitive bidding requirements of larger dollar amounts. Series Buying is Not Permitted

Service Agreements & Contracts: Not Permitted. Contact Procurement Manager

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Entire Policy Can Be Reviewed At: https://www.cabrini.edu/globalassets/pdfs- website/business-office/pp-pcard-final-rev-5.1.19.pdf

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Failure to comply with the policies and procedures outlined in the PCard Program may result in:  either a temporary suspension or permanent revocation of charging privileges  may be subject to disciplinary actions in accordance with all applicable laws, regulations and policies including possible termination of employment Any anticipated difficulties or questions in complying with this policy should be directed to your Vice President when known or encountered and if necessary they will engage further discussion with Financial Administration and/or Cabinet.

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COMPLIANCE

Policy violations include, but are not limited to:

 Alternative Payment Methods  Declined Purchases  Excessive Missing or Incorrect Receipts  Fraud, Misuse or Abuse  Intentional or Unintentional Personal Charges  Late or Missed Reconciliation  Repeated Lost, Stolen or Fraud Card Replacement  Series Buying  Shipping Business - Related Merchandise to a Residential Address  Shipping Personal - Related Merchandise to University  Tax Charges

If you suspect internal PCard misuse, abuse or fraud, you may notify a person of authority

r contact the Procurement Manager or file an anonymous report through EthicsPoint at

https://secure.ethicspoint.com/domain/media/en/gui/21195/index.html

r by telephone by dialing toll-free 888-235-1730

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CARD REGISTRATION INSTRUCTIONS

You will need to do the following:

1. Activate your new PCard via Telephone with PNC Bank
2. Set up a Personal Identification Number (PIN) via Telephone with PNC
Bank. You will do this at the same time and on the same call as your card

activation telephone call

3. Go on-line to Visa IntelliLink Spend Management and establish a

Password and a Memorable Word

4. Download the Mobile App for account access and the receipt library

depository for cell phone camera ready photos (optional)

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TELEPHONE ACTIVATION

Call 1-888-339-2228 to activate your card
To Continue in English Press 1 or Press 2 for Spanish
Press # when you hear - “Enter last 4-digits of your account

number followed #”

Enter your 16-digit card number followed by # when prompted
Please hold
Enter your 4-digit assigned activation code followed # when

prompted > provided to you at training

Enter your 3-digit security code on the back of the card
DON’T HANG UP
You will need to establish a 4-digit PIN. Think of one that is easy to

remember but not 1,2,3,4 or 4,3,2,1

Enter your 4-digit PIN followed by # when prompted
Reenter your 4-digit PIN followed by # when prompted
Your card has been updated, activated, remove sticker > hang up
Safeguard your PIN. DO NOT write it on the back of the card
If you can’t remember your PIN contact the bank
Sign back of card

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You Will Receive A Welcome Email With Your User Name, Temporary

Password And A Link For The Visa IntelliLink Spend Management Portal

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francesca.s.cabrini@cabrini.edu temporary password

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2. CHALLENGE QUESTION

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What is you pet’s name? Answer: ZZZZZ or CCCCC or JJJJJ etc. Z Z Z

3. 4. Your Memorable Characters will be the same each time

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5.

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ACCOUNT DISABLED

Here are the instructions if your are locked out and need your password reset: 1. Submit a “Forgotten Password Request” 2. This will be sent to your Cabrini email account. It cannot be sent to a personal email address 3. If you do not receive a “Login Details Request” email within 15 minutes, check your junk email folder 4. After 15 minutes, you can make another request 5. If you have not received an email within 30 minutes, please call or email (if no answer) Liz Kanaras 6. If you have not received a confirmation back from Liz Kanaras within 2 hours, please contact Diane Scutti 7. If your account is locked, it will automatically be unlocked after 2 hours or email Liz Kanaras to unlock

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Phishing Phone Calls and Emails

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PNC CUSTOMER SERVICE

For English press 1. For Spanish press 2
Enter the last 4 digits of your card number

followed by #

Enter your 4 digit activation code followed

by # You will hear the following:

Account Balance
Available Credit
Credit Limit
Payment Due – not applicable
Repeat account summary press *
Stay on line

US 800-685-4039 / OUTSIDE US 706-644-3224

Repeat press the * sign for the following:

1. Payment by phone – not applicable
2. 10 last transactions
3. Forgot PIN or set up new PIN
4. Mobile Wallet
5. Report Lost or Stolen card

Press 0 for a customer service

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ALL Cardholders are required to

supply their 4-digit activation code every time a call is placed to Customer Service

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PCard Reconciliation Instructions for Cardholders

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MONTHLY REVIEW AND APPROVAL OF ALL TRANSACTIONS

Final Cardholder Reconciliation AND Dean, Director or Vice President Approval must take place NO LATER than 12:00 Midnight SEVEN (7) calendar days after the billing cycle close date. All Cardholders must have their transactions electronically reconciled in a timely manner for their Dean, Director or Vice President to electronically approved by the 7th calendar day. PCard transactions that have not been reconciled and/or approved by the deadline will be automatically allocated by the Business Office. Cardholders that are repeatedly late may be subject to a temporary suspension or permanent revocation of charging privileges. It is recommended that Cardholder review and reconcile as soon as possible to facilitate documentation of an accurate business purpose, reduce the incidence of lost receipts, facilitate early detection of fraud and ensure proper budget coding prior to final Dean, Director or Vice President review and approval. The Business Office reviews all expense transactions including PCard charges for final review and approval by the Vice President

f Finance, followed by a migration to Banner with further reporting to the Board of Trustees.

Cardholders and Approvers must review budget coding to ensure the expense is appropriately classified, document the transaction within budget parameters, requirements outlined in the PCard Policies and Procedure and attach any relevant support documentation. If Approver does not believe a transaction is in compliance, they must take one of the following actions to rectify the transaction so it can be approved, as all transactions must be approved no later than seven (7) calendar days after the billing close date:

Transaction is not approved and electronically returned to Cardholder with questions concerning the transaction
Cardholder has electronically responded to Approvers question(s) and returned the transaction in question via Spend

Management

Cardholder reimbursed University, if it is a personal purchase
Approver documents the issue and contacts Procurement Manager
Cardholders PCard may be temporary suspension, permanently revoked and may be subject to disciplinary actions

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FY20 DUE DATES

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July 7, 2019 August 7, 2019 September 7, 2019 October 7, 2019 November 7, 2019 December 7, 2019 January 7, 2020 February 7, 2020 March 7, 2020 April 7, 2020 May 7, 2020 June 7, 2020

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NO EXCUSE RECONILIATION PROCESS

 Local, Remote and Mobile Access from any PC, Laptop, Tablet or Cell Phone – Available 24 hours a day, 7 days a week, 365 days a year  If Cardholder or Approver cannot reconcile by the 7th because of a scheduled vacation, international business travel without internet access or personal illness, a Temporary Delegation should be requested  Automatic email notifications when statement is ready, transactions drop, transactions/approvals are still open and warnings if you are delinquent

Temporary Leave: Cardholders who will be on an extended leave greater than four (4) weeks must contact Program Administrator and request their PCard to be placed on a temporary hold status. An email message should be sent outlining the start and stop dates and reason for the temporary

hold. Temporary leave includes extended vacation, sabbatical, family and

medical, jury duty, military, personal and sick

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DELEGATION INSTRUCTIONS

Send an email to Liz Kanaras @ egk38@cabrini.edu to

request another Cardholder to reconcile your transactions

Provide the reason why, the timeframe, delegate’s name
Make sure your delegate has all the receipts, support

documentation, budget codes and business purpose information

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 Images should be readable  Clear and not blurry  Bright and not dark  Straight and not crooked  Flat and not wrinkled or raised  Full page and not partial  The correct receipt for the posted transaction

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RECEIPTS

Have The Business Purpose And

Budget Code On The Receipt

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 Receipts  Emails  Word Documents  Excel Spreadsheets  PDF  JPEG  Screen Shots  Camera Ready Photos

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SUPPORT DOCUMENTION

You Can Have Multiple Documents Attached

To A Transaction. Upload All To Image Library

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INTERNET CONFIRMATIONS VERSES RECEIPTS

Cannot be your home address Cannot be your home address Must show your PCard number Tax should be zero Must show full description Must show inclusive pricing

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IMAGE CAPTURE OPTIONS Printed Receipt Option

Scan a copy to your desktop, drive or selected folder

Electronic Receipt Option

Download a copy to your desktop or selected folder

Mobile Receipt Option

Take a picture using your cell phone and email it to your

Cabrini email address

Take a picture using your cell phone and reconcile using

the Mobile App

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Automatic Email Notification When A Transaction Has Been Posted To Your Account
Check Your Junk Folder For Misrouted Emails

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Dashboard Shows The Number Of Transactions To Reconcile

Click to

pen

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Detailed Transaction Information Listed

Click to

pen

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 = Reconciliation & Approval Complete

X

= Reconciliation Required

!

= Approval Required

?

= Information Required = Information Requested (mobile app only) = Information Provided (mobile app only)

Cardholder Transaction Bubble Icon Definitions

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See Next Page For Split Transaction Instructions
Enter Budget Codes, Receipt, Expense Description And Save

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Use drop down for multiple lines

Click on the + icon to split the transaction

(OPTIONAL)

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Budget Codes, Receipt And Expense Description Are Mandatory Fields
Receipts And Support Documentation

Are Best To Have Loaded Prior To The Start Of Coding For Ease Of Retrieval

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Instructions For Linking A Receipt or Support Documentation To A Transaction

Click to open

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Make An Image Folder For

Your Desktop Or Drive

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Transaction Fully Reconciled When Bubble Has A Green Check

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INSTRUCTIONS FOR A RETURNED TRANSACTION (ACTION REQUIRED)

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Message will state what the issue is

A transaction can be returned for the following reasons:
Support Documentation is not attached
Receipt is incorrect or not viewable
Budget Coding is incorrect
Let Your Approver Know, If You Entered

Incorrect Information

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Click on the ? to review Your Approver will put comments in this section for your Corrective Action Go into Expenses and this transaction will reappear 1. 2. 3.

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After you have made your changes, put in your comments PRIOR to saving

Your Approver will receive an email that a

transaction needs approval 4. 5.

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PCard Reconciliation Instructions for Approvers (Deans, Directors, VPs

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YOU WILL RECEIVE AN EMAIL WHEN YOU HAVE A TRANSACTION(S) TO APPROVE

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Click on Approvals Click on Statement 1. 2.

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3. Click on employee’s name

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Click on Yes to review the Receipt Image Click on View to review Budget Coding 5A. Click on Approvals 4. 6A.

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Click on magnifying glass 2X to view full size Review 5B. 6B. Review 7. Review

If Budget Coding is incorrect: Correct it here and approve Or Send it back to Cardholder for correction

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Check box of transaction you are approving Click for approval Click OK to process 8. 9. 10.

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RETURNING A TRANSACTION (ACTION REQUESTED)

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Click here to start the process

A transaction can be returned for the following reasons:
Support Documentation is not attached
Receipt is incorrect or not viewable
Budget Coding is incorrect

1.

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This is where you will put your comments. There is also a spell check feature 2. 3. 4. You must click the circle

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Mobile App and Reconciliation Instructions for Cardholders

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DOWNLOAD VIA CARDHOLDER PORTAL

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Your residential zip code is an easy PIN to remember Use your current log in name and password

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1. 3. 2.

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Open the Visa Spend Management IntelliLink App on your phone and log in with your PIN

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Shows your current balance Shows all current transactions

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Shows all uploaded receipt images

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All of these areas are required fields for reconciliation

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Click on Receipt icon to find this receipt If receipt is found click on Chain Link icon

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If you don’t see the receipt in your image library and need to add it, click on the + icon You will get the following options to upload the receipt you need

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This option will let you upload a receipt from your mobile phone photo library Click on the receipt and it will upload to your transaction 1. 2.

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This option will let you take a photo with your mobile phone and add it to your image library Image automatically populated into transaction 1.

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 You can have multiple documents attached to a transaction. Upload all to image library

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To remove the current receipt and upload again, click on the receipt and click the Unlink Chain icon to remove

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Change to Yes after upload is complete Click to start budget coding process

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Click each area to add budget code

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Add the business-related purchase description

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You can edit the budget coding if you entered incorrect information only PRIOR to clicking on Complete

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Mobile App Reconciliation Instructions for Approvers

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Shows awaiting approvals Click to open

This transaction was returned to Cardholder by

Approver for additional information. Cardholder returned to Approver with corrections

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Click on image to enlarge for review Review the receipt Review the budget codes

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Approver sent back for additional information Cardholder provided additional information

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No approvals left

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CABRINI UNIVERSITY PURCHSING CARD PROGRAM

I I ho hope pe y you e enjo njoyed t thi his pr prese sentation. Please e fe feel fre free to to con

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tact m me with ith any ny q questions a and nd t to pe perso sonally pre resent a t at t you

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r next s t sta taff ff m meeti ting, , re retre treat or t or on

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Presented by Liz Kanaras Procurement Manager 610-902-8283 egk38@cabrini.edu