Business Process Office
Financial Services
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MILLENNIUM F.A.S.T. P Card Training Guide
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Author: Renee Cohen
Version: 1.0
Date: April 23, 2013
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Table of Contents
Table of Contents .......................................................................................................................................... 2
Introduction .................................................................................................................................................. 3
Chapter 1: How to process P Card Transactions .......................................................................................... 4
Chapter 2: How to Submit your P Card Package to Accounts Payable ........................................................ 9
Helpful Hints ............................................................................................................................................... 12
Conclusion ................................................................................................................................................... 13
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Introduction
MILLENNIUM F.A.S.T Purchasing Card (P Card) was implemented in the last quarter of 2007. This
implementation was the second phase of the conversion of paper based manual purchasing forms
(MPOs) to a more efficient electronic process. The first phase consisted of the Web Requisitioning
MILENNIUM application implementation.
P Card is a credit card (Mastercard) issued by the National Bankof Canada (NBC), property of Concordia
University, issued to designated staff or faculty members and is used for high volume, low dollar value
purchases for their departments. Monthly limits are set by the cardholder’s Supervisor on the P Card
application form.
The P Card transactions are loaded in MILLENNIUM nightly. The cardholder can update their
transacations in the P Card MILLENNIUM application at this time, however monthly deadlines must be
respected. An encumbrance is created when purchases are made with the P Card and can be viewed
in MILLENNIUM Finance Reporting.
Each month cardholders receive a statement from NBC, they must submit this credit card statement
and all relevant receipts/ invoices along with the P Card MILLENNIUM statement appproved by their
Supervisor no later than the 15th of the month following the transactions. Accounts Payable reviews the
documentation for completeness, accuracy and compliance. Once the monthly file is closed by
Accounts Payable , which generally occur within the month following the transactions, the transactions
will appear as “actuals” in MILLENNIUM Finance Reporting.
This guide focuses on the basic steps required to process P Card transactions, and produce the monthly
P Card statement in the P Card MILLENNIUM application. This guide also reviews the complete P Card
cycle and details the responsibilites of the the cardholder and the cardholder’s Supervisor.
If you require additonal support or information regarding P card please contact Accounts Payable.
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Chapter 1: How to process P Card Transactions
Shortly after the goods are purchased with a P Card the cardholder must validate and code the
transactions in the MILLENNIUM P Card application. The MILLENNIUM P Card application uses the term
reconciling a transation for processing or coding transactions.
Step 1: Log on to MyConcordia Portal
Step 2: Choose Financial Services
Step 3: Choose MILLENNIUM Production
Step 4: Bypass the popup block
Step 5: In the Applications Section (top right hand corner) choose Purchasing Card
Step 6: Select Quick Launch
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Step 7: Under List of My Accounts select your Purchasing Card (in red)
If there is more than one months listed, select applicable billing date, ususally should be the most
current
Step 8: Code (Reconcile) current transactions
Once the listing of your transaction is open
Transactions that have not been reconciled will appear as
Transactions that have been reconciled will appear as
Click on the transaction(s) with the icon
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Click on the pencil icon to enable editing
Part of the P Card application process is to provide a default index code. Transactions that are not
reconciled will be coded with the default index code provided in the P Card application.
Populate the Index field with the FUND or ORGN you would like to charge the expense to
Click on disc icon to save
Please note when populating fields always use UPPER CASE
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The fund, orgn and prog will now be populated
These are the fields that must be populated next:
Acct: the expense code
o Click on the magnifying glass icon
o Input the first numbers of the expense code, for example 79
o Click Search
o Double click on the chosen code
Comments: input what is purchased and other relevant details
Actv (Activity Code) and Locn (Location Code) are optional fields. It is at the discretion of the cardholder
to populate these fields.
When everything is correct, click on disc icon to save
This must be repeated for all items purchased during the monthly cycle you are reconciling
If you need help to determine which expense code to use there is a complete list in the My
Concordia portal: Financial Services → Other Reports→ Account Hierarchy
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You have the option to split your transactions with other FUND and/ or ORGN codes
Step 10: Click on splitting icon
Repeat step 9
Enter C in the Chart box
Enter the Index, and ACCT (expense) code
Enter the dollar amount before taxes in the Net field of the split transaction
The MILLENNIUM P Card application will automatically readjust the taxes, the net and gross amounts of
the original entry and populate the taxes and the gross amount of the new split entry
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Chapter 2: How to Submit your P Card Package to Accounts Payable
The P Card package consists of:
National Bank of Canada monthly credit card statement
Original receipts and invoices to support purchases
MILLENNIUM monthly statement approved by the cardholder and the cardholder’s designated
Supervisor
Original shipping, packing and bill of landing documentation (if applicable)
Order documentation (if applicable)
Original receipts are mandatory.
To generate the MILLENNIUM P Card statement:
Complete step 1‐6 in Chapter 1
Step 7: Print monthly statement
Under the Quick Launch tab, Click on Print Monthly Statements
Please note that if you are in the edit transactions section, to exit simply click on
Purchasing Card and the Quick Launch tab will reappear
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Click on the drop down arrow next to period
Select P Card statement for the applicable month
Click on the account number
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Screen will refresh
• The PDF version appears
Step 8: Review P Card statement and ensure all transactions are coded.
Step 9: Submit to Supervisor for approval
The Supervisor must:
Ensure all comments fields are populated
Ensure that all purchases have a valid university business purpose
o If purchase are research related, the Supervisor must ensure allowable as per the
relevant granting agency’s regulations and guidelines
Ensure index code (FUND, ORGN) is correct
Verify amounts
Ensure supporting documentation is included and complete
The approved P Card package must be submitted to Accounts Payable and received no later than the
15th of the month following of the current monthly cycle. Cardholders who do not respect this deadline
may risk having their P Card revoked.
The P Card package must be delivered through inter‐office mail or in person to:
P Card Administrator
Accounts Payable
S GM 701
Please do not submit the P card package to Accounts Payable with any transactions coded
with the account code 72900!
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Helpful Hints
P Card Limits:
The per transaction limit can’t exceed $5000.00
The monthly spending limit is $5000.00
All limits are subject to change based on the discretion of the immediate Supervisor, Principal
Investigator or Financial Manager. To modify spending limits the Supervisor, Principal
Investigator or Financial Manager simply emails Accounts Payable.
Access to the P Card application in MILLENNIUM
Cardholders and their Supervisors will be set up when their application is processed
Other end users may have access based on management approval
o Requests are sent to the P Card Administrator in Accounts Payable
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Conclusion
This guide’s objective is to provide the basic steps to code P Card transactions and submit the P Card
package to Accounts Payable.
The P Card is an efficient procurement tool that enables cardholders to order, pay for, and receive goods
quickly, and is used for low dollar value high volume transactions.
For any questions regarding the P Card please contact the P Card Administrator in Accounts Payable.