Arts & Sciences Finance Center

P-Card Self Approval Follow Up

November 2012

Contact Information

Primary E-Mail: ASFC@dartmouth.edu

Submission E-Mail: ASFC@dartmouth.edu

Telephone: (603) 646-2028

Fax: (603) 646-3488

Hinman Box: 6050

Website: http://www.dartmouth.edu/~fincenter/arts-sciences/

Physical Address: Suite 308 Wentworth Hall

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ASFC: P-Card Approval Process

• Self Approval Solution

• Approval Process

• Submission to Finance Center

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ASFC: P-Card Approval Process

• P-Card Approval Flowchart

• P-Card Approval Step-by-Step

• P-Card Receipt Documentation

• P-Card Instructions

ASFC: P-Card Self Approval

• Partner Self-Approvers

• Approval Process

• Receipt and Statement submission to approver

• Submission to Finance Center

• Implementation Date: December 1, 2012

• Review P-Card Policy http://www.dartmouth.edu/~control/policies/procurement-card-policy.html

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Completing the P-Card Transaction Ap

prov

erPu

rcha

ser

Proc

urem

ent

Appr

over

Purc

hase

rAS

FCPurchasing Goods Using P-Card

P-Card Statement

1. Place order using P-Card

4. Reviews Receipt 6. Logs into Oracle P-Card module

7. Validates: charts stringamountReceipt on Filetype business purpose in Comments field

9. Automatic batch process occurs

(weekly)

10. Sends payment to vendor

1. Receive statement in mail

2. Submit statement to

Approver

4. Matches receipts to statement

5. Sends to ASFC on a monthly basis

7. Reviews statement for

completeness and compliance issues

8. Archives statement and

receipts

8. Approves transaction for

processing

8a. Collects and holds all

receipts

3. Receives statement

2. Submit receipt to Approver

3. Receives receipt

6. Receives statement and

receipts

5a. Provide missing information

No

5. Does receipt have the appropriate

documentation?Yes

COMPLETING THE P-CARD TRANSACTION

Purchase Goods using P-card (Department as Approver) Step # Title Detailed Description System(s)

Used Owner

1 Place order using P-card

Uses the authorized P-card to purchase good(s).

n/a Purchaser

2 Submits receipt to Approver

Within one week of purchase hand delivers, sends original, or a scanned copy of the receipt to the Approver. This should include business purpose justification. Or submit receipt with the Finance Center Purchasing Card Receipt Documentation.

In-Person /Email/Hinman mail

Purchaser

3 Receives receipt Receives a receipt from the purchaser, either in-person,, in Hinman mail, or email. Check the receipt to confirm that the business justification is noted on the receipt.

Email/Hinman mail

Approver

4 Reviews Receipt Review receipt for appropriate documentation: chart string, amount, receipt details, business purpose, etc.

n/a Approver

5 Does receipt have the appropriate documentation?

If no, contact purchaser for missing items (step 5a). If yes, move on to step 6.

n/a Approver

5a Provide Missing information

Revisit receipt and provide missing information.

n/a Purchaser

6 Logs into Oracle P-card module

Logs into Oracle P-card module using Dartmouth login information.

Oracle P-card module

Approver

7 Validates chart string and amount

Reviews the amount to verify that charge matches the goods received. Also reviews chart string to ensure it matches goods ordered.

Oracle P-card module

Approver

8 Approves transaction for processing

Approves the transaction for processing by checking approval box in Oracle and checking the ROF (Receipt on File) box, typing the business purpose in the Comments field, update chartstring, and amount.

Oracle P-card module

Approver

COMPLETING THE P-CARD TRANSACTION

Purchase Goods using P-card (Department as Approver) Step # Title Detailed Description System(s)

Used Owner

8a Collects and holds all receipts

Holds on to all the receipts after approved in system to later match with statement.

n/a Approver

9 Automatic batch process

Occurs weekly and sweeps all charges.

Oracle P-card module

Procurement

10 Sends payment to vendor

n/a Procurement

P-Card Statement Step # Title Detailed Description System(s)

Used Owner

1 Receive statement in mail

Receives statement on or near the first of each month.

n/a Purchaser

2 Submit statement to approver

By the 15th of each month hand delivers, send original, or a scanned copy of the receipt to the Approver.

n/a Purchaser

3 Receives statement

n/a Approver

4 Matches receipts to statement

Take receipts that have been collected (step 8a) and match to statement

n/a Approver

5 Sends to ASFC By the 15th of the following month. Example: September statement is due on Nov 15th.

n/a Approver

6 Receives statement

n/a ASFC

7 Reviews statement for completeness and non-compliance issues

n/a ASFC

8 Archives statement and receipts

n/a ASFC

Finance Center Purchasing Card Receipt Documentation

< Attach Receipt Here>

Cardholder Name

Purchaser’s Name if different from Cardholder

Account to Charge

Business Purpose

Description of what was purchased (if receipt does not provide detail)*

Other

* Procurement Card receipts for catered or take-out food must show detail of all items purchased. Receipts

that show only a total amount without any itemized details are unacceptable.

Arts & Science Finance Center: Pcard Approver Instructions (and Transaction Detail Report) Pcard

1. Log on To Oracle: https://oa.dartmouth.edu:8007/OA_HTML/AppsLocalLogin.jsp Click on DC Dartmouth P-Card > Card Transaction Maintenance

2. A Find Transactions window will open. Search for the card holder’s name and unposted in the Posting Status field. (Unposted will be the default option.) Click on Find Note: Unposted means that it has not posted to OASIS. You have a limited amount of time (between 1 to 3 weeks) to approve the transaction. If it isn’t approved within this time frame, it will post to the default GL account.

Arts & Science Finance Center: Pcard Approver Instructions (and Transaction Detail Report) Pcard

3. A list of unposted pcard transactions will appear. Click on Edit account to update Chartstring information. The default natural class is 7509 medical supplies.

4. Update the account string. GL string goes in field on top. If there is a PTAEO, place on the second line:

Under PTA, list the Project . Task . Award

(separated by periods).

Under Expense field, the Natural class, and

Under the Org field, type in the organization number.

When completed updating string, Click on Return. Note: You can split the cost between more than one account.

Arts & Science Finance Center: Pcard Approver Instructions (and Transaction Detail Report) Pcard

5. Click on the white space under Comments to add purpose to Comments section. When you click on it, a new window with a white box will appear. Type the purpose in the white Box Then, click OK.

Note: the first few words in the comments field will appear on IRA reports.

6. Click the checkbox under “App”, if it is an approved transaction. Check off “ROF” if you have receipt on file.

Arts & Science Finance Center: Pcard Approver Instructions (and Transaction Detail Report) Pcard

7. Save the Transaction.

8. Click on Details. This will provide you with one page summary of the transaction in the web browser. Please note: that depending on the browser you use, will determine where the Transaction Detail Report will appear (See Step 9).

Arts & Science Finance Center: Pcard Approver Instructions (and Transaction Detail Report) Pcard

9. If you are using Mozilla, a Tab will appear in your browser listing the transaction details. If you are using Internet Explorer, the Transaction Detail Report will open a new window. Print this page and attach to receipt. Or create a PDF of this page and attach to scanned PDF receipt so both files are in one PDF. To save as a PDF: (these instructions will vary depending on the browser you are using and the platform.)

1. Click on FILE in the Web Browser

2. Click on PRINT

3. Choose Adobe PDF as the printer

4. Click OK

5. Choose a destination to save the file and rename it

6. Click SAVE

To Insert Page in Adobe Acrobat Pro: (Note you will need the full version of Adobe, not Adobe Reader.)

1. Open the Transaction Detail PDF

2. Click on TOOLS

3. Click on PAGES

4. Click on INSERT FROM FILE

5. Click on the Receipt PDF Fillle

6. Click SELECT

7. Click OK

8. Save the File

1. Collect receipts for cardholder’s transactions and attach Transaction Detail Report (above) to each receipt, provide info on receipt, or attach documentation form.

2. Send Statement to ASFC using one of the following methods:

a. HINMAN to ASFC HB 6050:

A statement with Transaction Detail Reports attached to receipts via Hinman mail. Attach receipts in the same order as they appear on the statement. Please do not

use more than one staple per statement.

b. EMAIL to ASFC@Dartmouth.edu:

An electronic statement followed by Transaction Detail Reports and receipts in one PDF. Order receipts in the same order as they appear on the statement.

NOTE: If statement is scanned, black out/white out the account number.