Pcard Workflow FRSWG

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Pcard Workflow FRSWG Laura Putz HSC Unrestricted Accounting Manager April 27, 2012

Transcript of Pcard Workflow FRSWG

Pcard Workflow FRSWG

Laura Putz HSC Unrestricted Accounting Manager April 27, 2012

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

Banner View - FZADPEZ

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

Workflow Process Flowchart

Workflow Process Flowchart

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Workflow Process Flowchart

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The Beginning….

• Workflow triggers 60 days after original transaction date by generating an e-mail notification to PCard holder

• Provides link to workflow process

MyUNM Menu Access, too!

Unresolved Pcard transactions listed

Transaction Information

S1115219

PCard Workflow – 4 Choices

Section One

Section Two Section Three

Section Four

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 One:

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

Before After

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 Three:

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.

Section Four: Not Really Travel

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 ([email protected]) for report

Query Results and Analysis

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

FWAINVT – How to post it NOW

Review Accounting Distribution

Modify “Feed Date”

Posted & Able to be associated on DPEZ