Dept. of Health & Human Services PROCUREMENT CARD

Dept. of Health & Human Services

PROCUREMENT CARD

RECONCILER

purccard.gifCredit Card.gifCredit Card.gif

Benefits of the Procurement Card

Increased control of expenditures through complete and timely reporting

Visa Card has widespread acceptance and vendors have high comfort level

Allows Purchasing Staff to concentrate on higher dollar and more complex

procurements

Transactions are completed quickly and conveniently

Blocked MCC Codes provides security over unauthorized purchases

Purchases reported in monthly statement by each cardholder

Reduction in invoices and payment vouchers

Timely payment to vendors

Incentive of Rebates

Goals of the Procurement Card

Simplify the process of Small PurchasesAcquire materials necessary to complete your taskMerge small purchase transactions on line with NCASEnhance Management’s review of small purchasesReconciliation designed to comply with audit.Reduce costs associated with small purchases.

Roles for Department Card Administrator

Sets up the program for all of DHHS Agencies. Act as a liaison between Bank and Agency to resolve PCard issues. Authority to suspend or close PCard when fraud, abuse or misuse occurs. Train staff in initial set up and develop policy and procedures of PCard. Access the Works system of Bank of America to add, change, delete cardholders at

the request of Division Card Administrator. Set up Division PCard Administrators in the Works system to create card reports,

purchase reports and declined purchase reports. Receive PCards from bank, activate, and enter into NCAS and send to Division PCard

Administrator. Reviews NCAS screens of all divisions to ensure reconciliation is within guidelines. Monitors Works system and NCAS for possible fraud or questionable PCard

purchases. Create reports for statistical data of PCards, purchases and vendors. Keeps copy of documentation of all cardholders. Notify Division Card Administrators/Reconciler/AP of any PCard discrepancies in

transactions or payments.

Roles for Division Card Administrator

Division Card Administrators must be

appointed before an Agency is issued PCards. Develops internal policy and procedures of

PCard for the division. Administrators submit requests to add,

change, delete cardholders. They also have the authority to terminate a card for misuse.

Receive PCards from Department PCard

Administrator and issue to cardholders. Ensures each cardholder, manager, and

reconcilers are trained before issuing a card. Keeps documentation of all cardholder forms

and list of authorized signatures. Provide a updated signature list to Reconcilers and Department Card Administrators.

Monitor the NCAS PCard System to ensure reconciliation is done within the established guidelines.

Act as a liaison between vendor and cardholder to resolve PCard issues.

Review monthly bill for agency and/or the assigned official signs bill then forward to A/P for payment.

Notify Department Card Administrator,

Reconciler or AP of any PCard discrepancies

in transactions or payments. Administrators are also added in “Works” the

PCard maintenance system of Bank of America.

Administrators can run detailed card reports of active and inactive cardholders, purchase reports, and declined purchase reports.

Perform reviews of division purchases on PCard at least weekly.

Administrators must provide access to PCard records in the event of an audit request.

Roles and Responsibilities forManagers and/or Supervisors

Managers and/or Supervisors are required to attend training provided by the Department orDivision before a card is issued.

Initiate card request for permanent employees and submit to Division Card Administrator.

Review each purchase transaction receipt to justify necessary purchase.Make sure cardholder’s signature is present, sign and date the receipt andforward the receipt to reconciler within 2-3 business days.

Review NCAS transactions weekly if available, to insure you are receiving properreceipts from your staff.

Review and approve the monthly statement for each employee with your signatureand forward to reconciler.

Notify Division Card Administrator of any changes to accounts.

Retrieve card when an employee is leaving your department and notify the Division Card Administrator to deactivate the card.

Roles and Responsibilities of Cardholder

The Cardholder is responsible for all use of his/her card and safeguarding the card.

Cardholder is required to adhere to the Purchasing Card Procedures.

Cardholder is required to check Correction Enterprises and State Term Contracts for purchasing preferences. (Give preference to Correction Enterprises on their commodities)

Keep a copy of each transaction to reconcile your monthly statement.

The Cardholder should receive a monthly statement if purchases have been made during thestatement cycle.

Forward each transaction receipt immediately (1 to 2 business days) to supervisor upon signing withdate and make a copy.

Review your monthly statement approving all charges, sign, date, and forward to supervisor.

Roles for Reconciler

All Cardholders, Supervisors and Reconcilers shall be formally trained in the Procurement Card process and instructed in their duties and responsibilities and given a manual for guidance. Reconciler reconciles the receipt in NCAS with proper documentation, receipts must have valid signatures (cardholder/supervisor).Reconciler is responsible for ensuring statements have matching receipts w/supporting documentation before filing.Reconciler are required to retained Procurement Card documentation for five (5) years and available for auditing.Reconciler are required to notify Division PCard Administrator and/or Department PCard Administrator of

any discrepancies with receipts and/or supporting documentation.Reconciler are required to report any suspicious transactions, invalid signatures, missing and/or invalid receipts, or non-matching transactions on bank statements to Division PCard Administrator and/or Department PCard Administrator.Reconcilers are required to sign off each cardholder’s reconciliation batching process coversheet for completeness and forward copy to Division PCard Administrator for verification.Reconciler are required to reconcile within the timeframe guidelines. Any exceptions should be forward to Department PCard Administrator and Division PCard Administrator.

Roles for Account Payable/Purchasing

PURCHASING Purchasing should audit Procurement Card transactions periodically for use of state term contracts,

Correction Enterprise, etc. Assist cardholders upon request of agency’s purchasing policies. Purchasing should also occasionally audit the NCAS module by cardholder to verify employees are

not superseding the DHHS’s purchasing policy.

ACCOUNT PAYABLE Bank statements are verified for authorized signatures before processing payments. A/P Administrator verifies bank statement and NCAS pay module match before creating invoice.

Contact Department PCard Administrator if discrepancy exist. A/P Administrator creates invoice through NCAS once per month and submits payment to the bank.

Reconciliation ProcessBefore reconciling check for:

Types of Acceptable Receipts

a. Point of Sale Store Receipt

b. Online Receipt

c. Packing Slip with itemized prices

c. Credit Memo

d. Transaction Reconciliation Form

All receipts require description, quantity,

unit price and total.

Some receipts require supporting

documentation:

a. Budget Authorization-registration, fees

b. IT/DIRM Justification

c. Conference Breaks-BDA, agenda, sign-in

d. Purchase exceptions-approval OPCS, OSC

Reminders:All receipts must be original or have original

signatures on a copy.

A signature stamp is not permissible.

Signatures must be on the receipt.

Funding sources must be present on

documentation.

All transactions must be verified by an

acceptable receipt.

Reconciliation for the statement period should be

done by the 7th of the following month.

Statement period is the 28th through 27th

(11/28/13-12/27/13) of each month.

Invoices are paid by the 15th of each month to

avoid late fees and decreased rebate incentives.

Reconciliation ProcessThere shall be no undocumented transactions; all valid transactions must have itemized receipts.

All bank fee transactions such as exchange rates or late penalty will be completed on the Transaction Reconciliation form and processed as a receipt to reconcile.

A Transaction Reconciliation form must be completed for a lost receipt to approve the transaction for payment. The employee must indicate attempts to retain a copy of the receipt. The reconciler may usethe document to reconcile when signed by the Approving Supervisor and Cardholder.

Upon receipt of Itemized Receipts with authorized signatures, the Reconciler reconciles using the appropriate Company, Account and Center.

After reconciling in the NCAS, the Reconciler will file the receipts by name, and when the monthly statement for the employee arrives, the reconciler will attach all receipts matching the statement and file for a period of five years in an accessible place.

Reconciliation Process

The Credit Memo should reference the original charge with an explanation of the transaction. The Reconciler should label the credit inthe description field as “refund of the good and/or service”.

Fraud transaction should not be reconciled until the credit is received. Both transactions should be indicated on the statement(s) attached

with the Transaction Reconciliation form and Affidavit of Fraud, signed and dated by the Cardholder and Supervisor.

Reconciler should label the charge in the description field as “fraudulent transaction” and the credit “refund for fraud charge”.

Card Usage Authorized Please refer to the DHHS Controller’s Office Direct Pay Policy on authorized PCardpurchases.The following are examples of potential purchases that can be made with the card up to thecardholder’s delegated transaction amount:

*Office Supplies*Cleaning Supplies*Facilities maintenance, repair, operational supplies*Auto fleet maintenance repair, operational supplies (not motor fleet vehicles)*Small equipment items*Other miscellaneous repair parts*State Term Contract items*Computer Hardware/Software/Printers (Emergency purchases only must obtain approval from OPCS and DIRM)*Purchases that have been granted prior approval from the Controller’s office are permissible (see MCC Exception Request form)

Remember: Contracts constantly change so if there is any question regarding yourpurchase you should contact your Purchasing office for guidance.

Card Usage - UnauthorizedThe following purchases are NOT permitted with the Card:*Purchases from State Agencies have been restricted from use including Correction Enterprises, NC State McKimmon Center, UNC Government, etc*Personal purchases*Cash advances/Gift Cards*Purchase over the Cardholder's transaction limit (controlled by the system)*Meals, Travel and Entertainment (the card is not to be used for business travel orentertainment unless approved by DHHS Controller's Office.)*Memberships (unless approved by DHHS Controller's Office.)*Contractual or consulting services (includes repairs)*Motor Fleet Vehicles – services, gas, etc.

NOTE: If an employee’s PCard is declined and the vendor’s merchant category(MCC) code is blocked, they should contact their Division PCard Administrator.We will only open special (blocked) MCC’s when approved by DHHS Controller’sOffice and if the vendor does not accept a Purchase Order.

Misuse or Abuse of the CardA Cardholder that is making unauthorizedpurchases for which the card is not intended,or any other item not approved by his/her approving manager, may be liable for thetotal dollar amount of such unauthorized purchases plus administrative fees charged by the bank in connection with the misuse.

If FRAUD is detected, the following steps may be taken:

*Immediate cancellation of the card*Removal of cardholder’s buying authority*Possible termination of employment

GS114-15.1 requires state employees reportany information or evidence of an attemptedarson, or arson, damage of , theft from ortheft of, or embezzlement from, or misuseof any state-owned personal property,building or other real property and mustcomplete State Property Misuse ReportForm.

PCard Violation FormType of violations that must be reported on the PCard Violation form:

*Failure to provide documentation on time and/or review transactions on time*Lack of documentation*Split transaction to circumvent card limits and/or bidding requirements*Failure to follow DHHS purchasing guidelines for purchasing goods and services*Inappropriate purchase (not within the DHHS purchasing guidelines)*Personal purchase

First Offense-Verbal WarningSecond Offense-PCard Violation Form submittedSuspension-30, 60, 90 daysRevocation of PCard

Notify Division or Departmental PC Administrator if you suspect a PCard violation , theDivision will contact the Supervisor about the possible violation. The Supervisor and Cardholder will complete and submit the form to Division PCard Administrator for approval and forward to DHHS Department PCard Administrator.

Any violations involving suspected theft, fraud, or similar misuse of a Procurement Card, which has been reported to Department Card Administrator shall be forwarded to the State Bureau of Investigation or other law enforcement agency.

Merchant Category Codes

CARDHOLDER Cardholder that is approved to purchase materials to complete

their tasks within their approved card limits. Examples: STC supplies, equipment repair, Miscellaneous repair parts, postage/shipping

PURCHASING CARDHOLDER Cardholder that is designated by purchasing to acquire goods

and some services. Examples: degree verifications, renewable subscriptions, advertisements, recycling, shredding, post office boxes

BUDGETARY CARDHOLDER Cardholder that is designated by budget to pay services that

require special approvals. Examples: conference registrations, booth rentals, license renewals, organization fees, courses, teleconferences, memberships, dues, registrations, similar fees

NCAS Reconciliation Process The issuing bank transfers procurement card transactions to NCAS daily.

The length of time between an agency charging an item on the PCard and that charge appearing in the PC module is dependent upon the vendor reporting the charge to their bank. OSC download includes all charges received by the bank on the previous day. Transaction date is the date of the actual charge at the vendor and posting date is the date the bank receives the information and post to their record.

Each division must verify that the transactions are correct in NCAS. It is the responsibility of the division to decide who performs the reconciling of their transactions and have internal controls of separation of duties. Reconcilers should not have a PCard.

NCAS has two screens used in the reconciliation process. The Unreconciled Transaction List(PUTL) screen and the Transaction Reconciling and Maintenance(PTRM) screen are used to enter the information required for reconciling. The data required is the amount, company, account, center and description of item(s). All transactions will pay with the original default accounting distribution and description unless the transaction has been reconciled completely.

Transactions that are completely reconciled are transferred to the Invoice Liability(PILS) screen. Any changes to transactions are made at the PILS screen.

NCAS Cardholder Enrollment

This screen demonstrates how a new card holder is loaded into the North Carolina Accounting System

N23 PC NCAS PROCUREMENT CARD SYSTEM PCCP CARDHOLDER POLICY NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:35:51 REQUEST: ________ =============================================================================== AGENCY : 20 LOCATION NO: 2002 CARD NUMBER : 1234567801239899 ADM NO: ____ FIRST NAME : JANE MIDDLE INITIAL : _ LAST NAME : DOE CARDHOLDER PHONE : 919-855-4089 CARDHOLDER ACTIVE INDICATOR : Y CARDHOLDER ACTIVATE DATE : 07/16/2009 CARDHOLDER INACTIVATE DATE : 07/16/9999 DEFAULT GL DATA CARDHOLDER GL COMPANY : 2001 CARDHOLDER GL ACCOUNT : 533110 CARDHOLDER GL CENTER : 11012105 TAX COUNTY CODE : 92

Bank of America-Works System

Once the card request has been entered into the Works system, a card is assigned and this information is

created. Cardholders should check their card for correct spelling, assigned agency and their credit limits.

Your PCard Administrator can give you your card purchasing limits and list of approved purchasing.

Division PCard Administrators can access the Works system and check purchases by individuals

or vendors and run card reports.

Embossed Name Jane Doe (as shown on card)

Card ID 1234567801239899 (card number)

Group Name DHHS VOC REHAB CLIENT (assigned agency)

Profile COC82 (general mcc codes for approved purchases)

Credit Limit CL$ 750 (card limit-renewable on the 27th of the month)

TXN Limit STL$ 500 (single purchase limit for card per vendor)

NCAS P- Card Module

N23 PC NCAS PROCUREMENT CARD SYSTEM PUTL UNRECONCILED TRANSACTION 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:44:17 REQUEST: ________ ============================================================================== AGENCY : 20 LOCATION : 2002 AGENCY NAME : DHHS-CENTRAL ADMIN ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/07/2009 199.00 DRI WWW.ELEMENT5.INF _ 003820190 07/08/2009 _ 07/09/2009 29.00 LIBERTY NAMES OF AME _ 011119195 07/13/2009 _ 07/13/2009 .23 INTERNATIONAL TRANSA _ 011219195 07/13/2009 _ 07/02/2009 197.90 FORMS AND SUPPLY - A _ 006719188 07/06/2009 _ 07/02/2009 14.34 USPS 366370016310020 _ 006819188 07/03/2009 _ 06/29/2009 199.98 STAPLES 001072 _ 004619183 07/01/2009 _ 06/29/2009 8.99 STAPLES 001072 _ 004719183 07/01/2009 _ __________ _________________ ____________________ _ _________ __________ PAGE NO: 1 SCREEN STATUS: END OF LIST

This screen identifies how transactions are transferred from the bank as the cardholders make their daily purchases

N23 PC NCAS PROCUREMENT CARD SYSTEM PILS INVOICE LIABILITY SCREEN NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:48:14 REQUEST: ________ =============================================================================== AGENCY : 20 LOCATION # : 2002 SHOW OPT: _ AGENCY NAME : DHHS-CENTRAL ADMIN ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : 1234567801235678 CARDHOLDER : JANE DOE TRANS. DATE : __________ POST DATE : 04/28/2009 06/27/2009 SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 04/27/2009 32.83 OFFICE DEPOT #1220 P 001719119 04/28/2009 1 _ 05/05/2009 -32.83 OFFICE DEPOT #1220 P 004319128 05/07/2009 1 _ 05/06/2009 -19.28 SYX TIGERDIRECTINC P 004419128 05/07/2009 1 _ 04/28/2009 82.95 DURALINE IMAGING I P 003218121 04/30/2009 1 _ 05/13/2009 114.95 NETWORK SOLUTIONS, P 010618139 05/15/2009 1 _ 05/29/2009 95.00 K M DATA, INC. P 008619153 06/01/2009 1 _ 06/03/2009 330.00 NIGP.ORG P 009120160 06/05/2009 1 _ 04/29/2009 -71.18 FORMS AND SUPPLY-A P 008020125 05/01/2009 1 PAGE NO: 1 SCREEN STATUS: MORE

Card Holder PurchasesThis screen shows how we can identify one cardholder with any specific dates to see all their purchases

Reconciling

N23 PC NCAS PROCUREMENT CARD SYSTEM PTRM TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/16/2009 10:57:53 REQUEST: ________ ======================================================================== CARD NUMBER : 1234567801239899 VENDOR : NIGP.ORG CARDHOLDER : JANE DOE 800-367-6447 /VA/20170 / POSTING DATE : 06/05/2009 ALLOCATED TOTAL : 330.00 TRANSACTION DATE : 06/03/2009 TRANSACTION TOTAL: 330.00 TRANSACTION ID : 009120160 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION _ 01 330.00 2001 533110 1011030100 _ _ _ _ .000 .00 .00 Government Membership Organization- _ 02 _________________ ____ __________________ ____________ _ _ _ _ ______ _________ _________ ________________________________________ _ 03 _________________ ____ __________________ ____________ _ _ _ _ ______ _________ _________ ________________________________________ _ 04 _________________ ____ __________________ ____________ _ _ _ _ ______ _________ _________ ________________________________________ CONTINUE TO PTR2 : _

This screen shows how we distribute the funding to different accounts and cost centers when reconciled.

Transaction-Inquiry

PUTL

UNRECONCILED TRANSACTION NEXT FUNCTION: ________ ACTION: ________ 07/22/2009 10:19:32 REQUEST: ________ ============================================================================== AGENCY : 2b LOCATION : 2b02 AGENCY NAME : DHHS-PUBLIC HEALTH ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/17/2009 390.08 NCS PEARSON _ 021519202 07/17/2009 _ 07/12/2009 12.91 UPS 000095Y5X2 _ 017519195 07/13/2009 _ 06/30/2009 510.08 FORMS AND SUPPLY - A _ 029618194 07/02/2009 _ 07/01/2009 156.21 FREE CONFERENCING CO _ 029718194 07/02/2009 _ 07/06/2009 48.54 FORMS AND SUPPLY - A _ 005120190 07/08/2009

To view transactions that have not been reconciled Access the PUTL screen. Type PUTL in the NEXT FUNCTION field and Press ENTER. Enter Agency and Location and Press ENTER.

Transaction-Inquiry

SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE I 07/17/2009 390.08 NCS PEARSON _ 021519202 07/17/2009

This information is received from the bankAGENCY : 2B AGENCY NAME : DHHS-PUBLIC HEALTH LOCATION NBR : 2B02 ADMIN. NBR : DC8 CARD NUMBER : 1234567801239899 CARDHOLDER : JANE A DOE PHONE NBR : 252-514-4770 TRANS. VENDOR NAME AMOUNT TRANS. TRANS. POSTING I.D. ADDRESS ITEM DESCRIPTION DATE CODE DATE 021519202 NCS PEARSON 390.08 07/17/2009 ___ 07/17/2009 800-843-0019 MN 55437 SCHOOLS AND EDUCATIONAL S

To view a transaction Type an “I” in the SEL field and Press ENTER.

Transaction-Inquiry

SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE S 01/09/2007 17.97 WALGREEN _ 026655015 01/10/2007

This information can be changed if needed. Follow the steps in the Reconciliation process. To EXIT you must Enter “N” in the REQUEST field and press ENTER twice. CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 17.97 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION _ 01 17.97 2B01 533110 15055051AP _ _ _ _ .000 .00 .00 WATER

To view transactions that has been reconciled access the PILS. Type PILS in the NEXT FUNCTION field and Press ENTER. Enter Agency and Location and Press ENTER.To view a transaction Type an “S” in the SEL field and Press ENTER.

Transaction-Inquiryby Cardholder

NCAS PROCUREMENT CARD SYSTEM PCCL CARDHOLDER LOOKUP NEXT FUNCTION: ________ ACTION: ________ 07/22/2009 12:42:04 REQUEST: ________ =========================================================================== AGENCY : 20 LOCATION : 2002 ADMIN # : ____ LAST NAME : DOE______________________ CARD NUMBER : ________________ ===========================================================================

LAST FIRST ACT AGENCY NAME NAME IND LOC ADMIN CARD NUMBER ACT CAMPBELL LISA Y 20 2002 1234567801239899 PUTL

AGENCY : 20 LOCATION : 2002 AGENCY NAME : DHHS-CENTRAL ADMIN ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : 1234567801239899 CARDHOLDER : DOE, JANE TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/15/2009 97.95 DURALINE IMAGING INC _ 011319202 07/20/2009

To view a transaction by a cardholder Type PCCL in the NEXT FUNCTION screen and Press ENTER. Enter the Agency and Location number and Enter the cardholder’s last name in LAST NAME field and Press ENTER.Select the cardholder by Typing “PUTL” or “PILS” in the ACT field and Press ENTER.

Reconciling a Transaction on the PUTL Screen(Unreconciled Transaction)

Type PUTL in the Next Function field and press ENTER to access the Unreconciled Transaction screen:

NCAS PROCUREMENT CARD SYSTEM PCMM

NEXT FUNCTION: PUTL ACTION: ________ 07/21/2009 11:50:23

Your PUTL screen should appear as this:NCAS PROCUREMENT CARD SYSTEM PUTL UNRECONCILED TRANSACTION NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 11:57:10 REQUEST: ________

Type your Agency Number and Agency Location, press ENTER: AGENCY : 2B LOCATION : 2B02

NCAS PROCUREMENT CARD SYSTEM PUTL UNRECONCILED TRANSACTION NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:07:33 REQUEST: ________ ============================================================================== AGENCY : 2b LOCATION : 2b02 AGENCY NAME : ______________________________ ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________


Transactions on this screen are unreconciled: AGENCY : 2B LOCATION : 2B02

AGENCY NAME : DHHS-PUBLIC HEALTH ADMIN # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/12/2009 12.91 UPS 000095Y5X2 _ 017519195 07/13/2009 _ 06/30/2009 510.08 FORMS AND SUPPLY - A _ 029618194 07/02/2009 _ 07/01/2009 156.21 FREE CONFERENCING CO _ 029718194 07/02/2009 07/06/2009 48.54 FORMS AND SUPPLY - A _ 005120190 07/08/2009 _ 07/08/2009 245.36 FORMS AND SUPPLY - A _ 017819195 07/10/2009

To reconcile a transaction, Type an “S” in the SEL and press ENTER:SEL TRANS. TRANS. PAY TRANS. POSTING DATE AMOUNT VENDOR NAME IND. I.D. DATE S 07/12/2009 12.91 UPS 000095Y5X2 _ 017519195 07/13/2009

Your Transaction Reconciling and Maintenance screen should appear as this:PTRM

TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:30:50 REQUEST: ________ ===============================================================================


On the PTRM screen you will see the card number, cardholder, vendor, address, posting and transaction date, allocated and transaction total, transaction id number and county code. Transactions can be changed to enter the correct information for reconciliation.

Step 1: Type an “C” in the SEL fieldStep 2: Type the correct amount of the transaction (if needed)Step 3: Type the correct company, account, center codes of the transaction (if needed)Step 4: Type the correct description of the transaction (if needed)Step 5: Type “N” in the REQUEST field and Press ENTER twice to update the transaction

TRANSACTION RECONCILING AND MAINTENANCE 040 - NO MORE RECORDS TO DISPLAY NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 13:30:50 REQUEST: ________ =============================================================================== CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 17.97 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE

S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION C 01 17.97 2B01 533110 15055051AP _ _ _ _ .000 .00 .00 WATER _ 02 _________________ ____ __________________ ____________ _ _ _

Reconciling a Transaction on the PUTL ScreenAdding lines or Split Transactions

To add more lines go Line 1 and Type the sequential number needed then follow the steps.

Step 1: Type an “A” in the SEL field and Type the next numberStep 2: Type the correct amount of the transaction (if needed)Step 3: Type the correct company, account, center codes of the transaction (if needed)Step 4: Type the correct description of the transaction (if needed)Step 5: Type “N” in the REQUEST field and Press ENTER twice to update the transaction


S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION A 05 17.97 2B01 533110 15055051AP _ _ _ _ .000 .00 .00 WATER _ 02 _________________ ____ __________________ ____________ _ _ _

Reconciling a Transaction on the PUTL ScreenAdding lines or Split Transactions

To split transactions, make sure the transaction totals match the allocated total.

Step 1: Type an “A” in the SEL field and Type the next numberStep 2: Type the correct amount of the transaction (if needed)Step 3: Type the correct company, account, center codes of the transaction (if needed)Step 4: Type the correct description of the transaction (if needed)Step 5: Type “N” in the REQUEST field and Press ENTER twice to update the transaction Step 6: Repeat Steps 1-5 for after each transaction, Omit Step 5 until all transactions are entered then Do Step

5 to process and Exit


S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION A 05 8.98 2B01 533110 15055051AP _ _ _ _ .000 .00 .00 WATER A 06 _____8.99 ____ _________2B01 533110_____ ___15055051AP _ _ WATER

Reconciling a Transaction on the PUTL Screen

Your screen should look like this. Make sure your allocated and transaction total equals. If not, you have entered the wrong transaction total. You must type an “N” in the REQUEST field to next the transaction and Press ENTER again.

NCAS PROCUREMENT CARD SYSTEM PTRM TRANSACTION RECONCILING AND MAINTENANCE 404 - CHANGES MUST BE NEXTED TO PROCESS RECONCILIATION. NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 15:00:45 REQUEST: N =============================================================================== CARD NUMBER : 1234567801239899 VENDOR : WALGREEN 00075499 CARDHOLDER : JANE DOE RALEIGH /NC/27610 / POSTING DATE : 01/10/2007 ALLOCATED TOTAL : 17.97 TRANSACTION DATE : 01/09/2007 TRANSACTION TOTAL: 17.97 TRANSACTION ID : 026655015 COUNTY CODE : 92 WAKE S LINE TAX AMOUNT COMP ACCOUNT CENTER RECYCLE STC SVC NO. IND PCT TAX AMT ACCR TAX ITEM DESCRIPTION _ 05 8.98 2B01 533110 15055051AP _ _ _ _ .000 .00 .00 WATER_ 06 _____8.99 _2B01 533110_____ ___15055051AP _ _ WATER

Reconciled Transaction on the PILS Screen(Invoice Liability Screen)

Your transaction should be cleared from the PUTL screen and into the PILS (Invoice Liability Screen) with a “1” Status. NCAS PROCUREMENT CARD SYSTEM PILS INVOICE LIABILITY SCREEN NEXT FUNCTION: ________ ACTION: ________ 07/21/2009 16:23:03 REQUEST: ________ =============================================================================== AGENCY : 2B LOCATION # : 2B02 SHOW OPT: _ AGENCY NAME : DHHS-PUBLIC HEALTH ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 01/09/2007 17.97 WALGREEN 0007 P 026655015 01/10/2007 1

*RECLASS of a purchase on PCard-The Reconciler must select the transaction from the PILS screen and make changes then NEXT it.

Incomplete Reconciled Transaction on the PILS Screen(Zero Status)

Incomplete transactions are cleared from the PUTL screen and into the PILS (Invoice Liability Screen) with “O” in the Status field. Check the PUTL by Typing “O” in the SHOW OPT field. To remove “O” or complete the transaction you must go and edit the information in the PILS screen. The same reconciliation procedures applies when removing the “zero” status from the PILS screen . AGENCY : 20 LOCATION # : 2002 SHOW OPT: 0 AGENCY NAME : DHHS-CENTRAL ADMIN ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/09/2009 29.00 LIBERTY NAMES OF A _ 011119195 07/13/2009 0

The completed transaction should look like this in the PILS screen.AGENCY : 20 LOCATION # : 2002 SHOW OPT: AGENCY NAME : DHHS-CENTRAL ADMIN ADM # : ____ TRANS. I.D. : _________ CARD NUMBER : ________________ CARDHOLDER : _____________________________ TRANS. DATE : __________ POST DATE : __________ __________ SEL TRANS. TRANS. PAY TRANS. POSTING ST DATE AMOUNT VENDOR NAME IND. I.D. DATE _ 07/09/2009 29.00 LIBERTY NAMES OF A _ 011119195 07/13/2009 1

Now that you are aware of the policyand procedures of The PCard, pleasekeep in mind that your duties areessential to the success of the Program. If there is a problem with properdocumentation, timely submission ofreceipted documentation, non-matchingposting totals, or payment verification donot hesitant to inform your Supervisor orthe Department PCard Administratorfor assistance.

Thank you so much for your dedicationto making the PCARD a SUCCESS!

You are now a Reconciler

Documents

Dept. of Health & Human Services PROCUREMENT CARD