1. P-card Troubleshooting
BOSTON COLLEGE
P-card Troubleshooting
Cecilia McClay
Procurement Services

2. Administrative roles have changed with the times.
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

3. 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)

4. 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)

5. 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

6. US Bank completes daily files by noon on the next business day
The relationship between PeopleSoft Financials and US Bank PeopleSoft 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

7. The relationship between PeopleSoft Financials and US Bank P-card Transaction

8. The new charstring needs to be added in the PeopleSoft.
The relationship between PeopleSoft Financials and US Bank THE APPLICATION PROCESS
There are 3 steps to creating a p-card in PeopleSoft on a new chartstring:
A budget transfer needs to be done in PeopleSoft into the p- card account (68370)
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

9. The relationship between PeopleSoft Financials and US Bank New Chartstring Application Process
Bank receives p-card application on daily files listed with the new company # and assigns the
card
In PeopleSoft the user inputs:
Budget transfer
P-card Dept Create
P-card Application
Application sent to bank on the same day the company # is uploaded into PeopleSoft
Cardholder receives card within 10 days
New co # is assigned and added to the BC Custom menu in PeopleSoft
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

10. The significance of a “company” number
US Bank assigns a unique company # for every unique chartstring in PeopleSoft Financials.

11. Most Common issues and questions University-wide that can be answered by utilizing Access-on-line and PeopleSoft
Why is my card declining?
What is the difference between pending transactions and the transaction list?
What is my real-time balance?
I have multiple cards, which one is for which budget?
Where is the card I ordered?
What’s the billing address associated with my card?
What is my card limit?
How do I do a p-card application?

12. US Bank’s Access-on-line features:
Immediate Information at your fingertips
Track available budget in real-time
See declines -know why-resolve
Reports:
Account List
Transaction detail
Declined transactions

13. 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.

14. Account information> cardholder account profile
Looking at pending transactions and declines in Access-on-line 1) Why is my card declining?
Account information> cardholder account profile
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

15. Why is my card declining? continued
Input cardholder’s last name or credit card number

16. Why is my card declining? continued
Click on: account authorizations
drill into time to see reason.

17. Why is my card declining? continued
Problem: VELOCITY LIMIT on this example is 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 to the bank and be available by noon on the NEXT business day. BUDGET TRANSFERS ARE NOT REAL-TIME FOR P-CARD.

18. Why is my card declining? continued
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.

19. Why is my card declining? continued
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 #.

20. Why is my card declining? continued
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 OSP
To correct it on PS.
If the date is in the future, contact
Procurement at
So that the bank can correct it.

21. Why is my card declining? continued
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.   

22. Why is my card declining? continued
If you receive any of the following codes for a
P-card decline, please have the cardholder contact US Bank directly at 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.

23. 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.

24. 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

25. What it the difference between a pending transaction and the transaction list? Continued
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:

26. Transaction list: Drill into date> transaction line items
What it the difference between a pending transaction and the transaction list? Continued
Transaction list: Drill into date> transaction line items
If the vendor has level 3 data, you can find the line-item date here.

27. 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

28. Real-time balance continued view a managing account>

29. Real-time balance continued
>authorization limits

30. Real-time balance continued
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.

31. 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.

32. 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.

33. 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

34. Every active and cancelled card in your department
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
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

35. Reporting>program management>administration>account list
Reports to help manage your department’s p-card program through reports ACCOUNT LIST
Reporting>program management>administration>account list

37. Account list continued

38. Account list continued

39. Account list continued
Accept the hierarchy and run the report

40. 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

41. Decline reports continued
Decline Reports: reporting>program management>administration>declined transaction authorizations

42. 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

43. Transaction detail report
The 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

44. 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”.

45. Transaction detail report continued

46. 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

47. 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)

48. www.bc.edu/pcard Tools Provided:
Complete P-card Labs for Cardholders and Departmental P-card Administrator: