Post on 15-Feb-2022
PCard Workflow - Topics
• Statistics
• Workflow Theory
• Workflow process defined • How to clear item efficiently
Statistics: Then….and Now
• Pending Items on March 15, 2012 ▫ Department PCard Holders = 7,000+ HSC Departments ~ approximately 3,000
▫ Accounting Office Review = 300+ HSC FSD ~ approximately 150
• Pending Items on April 20, 2012 ▫ Department PCard Holders = 3,129 HSC Departments ~ 761
▫ Accounting Office Review = 200 HSC FSD ~ 54 items
Workflow Theory
• Automated process to reduce effort required to reconcile travel transactions ▫ More efficient for PCard Department Prior to Workflow, Cardholder statements could not
be approved until travel occurred ▫ More efficient for Departments Process triggers 60 days after posting
• Internal Control process ▫ Enhances documentation on file for audit
Terminology
• Unassociated = An “S” document transaction still in the payment category dropdown list as a selection choice when creating a DPEZ
• Associated = An “S” document transaction
that has been associated with a DPEZ. It is no longer on the drop down menu as a selection choice when creating a DPEZ
PCard Workflow Defined • Workflow process built on logic programmed
into an elaborate decision tree • Programming and decision tree logic created by
FSM, IT and PCard Department • Illustrated Flowchart in Workflow for tracking ▫ Blue = Department responsibility ▫ Light Green = a problem occurred ▫ Yellow = Core Office responsibility ▫ Red = automated data validation
The Beginning….
• Workflow triggers 60 days after original transaction date by generating an e-mail notification to PCard holder
• Provides link to workflow process
Section One • Department does not
have to research document numbers. Most efficient.
• Validated with
automated process. Most efficient.
• “Best Practices” for
DPEZ and PCard transactions.
Section Two – Oops, I forgot!
• Department must identify DZ document where transaction should have been reported.
• HSC must review original PCard transaction and DZ indicated to confirm related items.
• System “inserts” records in DZ Banner Record.
DZ0357604
Section II – Other Considerations
• Do not create a zero pay DPI if the traveler has already received reimbursement
• Create zero pay DPI only if there are no payments being made to the traveler ▫ Include All Transactions on one document ▫ Attach receipt documentation ▫ Obtain department signatures confirming
business purpose of the travel ▫ Forward to HSC Financial Services for document
retention
Section Two - Oops!
Lots of automated processes
Email Workflow to Pcard holder
Complete Recon
Pcard Workflow Form Validate Form (Scenario Two)
Validation Failed email
Workflow Report for Pcard ProcessSection Two:
Auto Recon DPEZ
Validation Failed-S doc is still
unassociated
Validated OK
Process Complete!
Yellow=automated or core office processDark Blue= Department ResponsibleLight Green=Something failed
Get Routing Offices
Get Inv Payee
Route to Core OfficeCore Appr Required
Approved
Not Approved
Sleep until Travel date that was input
Section Three – The Snooze Button
• Defer process as travel occurs in the future. • Workflow will generate again AFTER travel date
indicated by PCard holder. • Can clear with automated data validation process.
Section Four – Not traditional Travel
• Brief explanation of expense/business purpose needed.
• Can be used to clear refund transactions – must use for both original and credit entry
• Reviewed and approved by PCard Manager.
This hotel charge was a conference room charge for a UNM sponsored Medical Seminar on 2/12/12.
Complete the Workflow
• Only select ONE section to clear item.
• Can click “Complete” to submit for validation and review decisions.
• Click “Save and Close” if additional research is necessary.
• Click “Cancel” to clear and reset item.
For Supervisors and Managers • PCard Recon workflow items can be queried by Financial Services • Contact Laura Putz (lputz@salud.unm.edu) for report
Summary
• Timely submission of DPEZs with appropriately associated PCard transactions (S Documents) will eliminate or reduce the number of Workflow items for you to review.
• Selecting the correct Section to clear the transaction will increase department and core office efficiency and save time.
• Additional reporting being developed to monitor Workflow Task List by PCard Holder.
Where to Get More Information: PCARD TRANSACTIONS
http://www.unm.edu/~purch/pcard.html • PCard Policies and Procedures – EOD 346 • PCard to Purchase Travel – EOD 343 • PCard Reallocation Banner Byte • PCard Reallocation Tipsheet • PCard Workflow Instructions
Where to Get More Information: • Job Aid FSJA-030 ▫ Reconcile Airline Tickets, Hotel, Rental Car and Agents
Fees • Purchasing and AP Policies ▫ EOD 106
• Participant Guide- AP Direct Pay Lab ▫ EOD 201
• Participant Guide-Travel Policies and Procedures ▫ EOD 385
• Participant Guide-Travel Per Diem Update ▫ EOD 388