P-card Troubleshooting Cecilia McClay Procurement Services

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 Access-on-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 BankPeopleSoft 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 BankP-card Transaction

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.

Purchase is made by p-card. Vendor receives ap-proval for purchase from US Bank. Monies are en-cumbered on the p-card

DAY 1 DAY 2

Bank sends all completed transactions to Boston Col-lege by 4 pm

Bank Files are uploaded into PeopleSoft Financials by 4 pm

Billed out transactions go to US Bank.

DAY 3

Transactions are re-viewed and budget checked.

Posted by Controller’s Office

Departments can view transactions on

PeopleSoft

The relationship between PeopleSoft Financials and US BankTHE 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 BankNew Chartstring Application Process

In PeopleSoft the user inputs:

1. Budget transfer

2. P-card Dept Create

3. P-card Application

US Bank receives a request to create a new company # associated with a chartstring that

has never had a p-card 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

Application sent to bank on the same

day the company # is uploaded into

PeopleSoft

Bank receives p-card application

on daily files listed with the

new company # and assigns the

card

Cardholder receives

card within 10 days

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-line1) Why is my card declining?

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

Account information> cardholder account profile

Why is my card declining? continued

Input cardholder’s last name or credit card number


Click on: account authorizations

drill into time to see reason.


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.


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.


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 #.


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 re-open a grant with a new close-date or Solution: Go into PeopleSoft on the BC Custom menu to check the grant end-date. BC Custom>pcard>dept create

If the date is incorrect, contact OSPTo correct it on PS.

If the date is in the future, contact Procurement at [email protected] So that the bank can correct it.

mailto:[email protected]


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-On-Line.

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.


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


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:


If the vendor has level 3 data, you can find the line-item date here.

Transaction list: Drill into date> transaction line items

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 continued

view a managing account>


>authorization limits


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 p-card 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

Reporting>program management>administration>account list

Reports to help manage your department’s p-card program through reports ACCOUNT LIST

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 reportThe 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

Documents

P-card Troubleshooting Cecilia McClay Procurement Services