PURCHASING CARD USER MANUAL - University of Northern
Contents
1. were entered and search has returned 24 accounts that contain those 4 letters The search string can be as specific as needed such as Travel Regional or be left vague as above The words or letters being searched for can appear anywhere in the account code it does not have to be the first letters 1e using the letters region would still find account code 7911 Travel Regional For detailed explanations of the use of each account code please refer to the document Account Codes Expenses which can be found on the finance web page http www unbc ca finance forms ALL EXPENSE ACCOUNTS BEGIN WITH THE NUMBER 7 AND THESE ARE THE ONLY ACCOUNTS THE CARDHOLDER SHOULD USE Last updated November 7 2014 CODING TRANSACTIONS PROG ACTV and LOCN The magnifying glass search mechanism works exactly the same for the remaining three elements of the FOAPAL gt PROG program codes are used extensively by some departments but not at all by many others While this is a required field the value can be left at 9999 if no other program code is used gt ACTV activity codes are not a required field so for most transactions this field can be left blank However this field must be used when coding travel or personnel costs as follows 2000 Accommodation 2001 Airfare 2002 Meals 2003 Mileage 2004 Other bus parking ferry etc 2005 Vehicle rentals 2006 Taxi 2007 Registration 2008 Fuel gt LOCN locat2. Account Information Online Learning Tools Maintenance Requests Student Online Services Learn Blackboard e Prince George Campus amp Degree Evaluation register for courses pay fees Access materials and assignments posted onine Downtown Prince George BMO access your student records view tanscnpts for your courses Leam aiso provides access to Terrace Campus check out your Gass and exam schedules and web Dased courses and assoGaled materials Quesnel River Research Centre more Request assistance with furniture electical and e Employee Online Services structural issues Check your pay information leavervacation Networking balances donations to UNBC and more e Wireless Networking Meeting Event Tools Leam how to access UNBC s wireless network Email Student Virtual Desktop UNC intemal Room Booking Form Work from home via a VMware View connection to Fill out the form to book a room at UNBC for a Webmail Network drives FAST Email and UNBC software meeting or an event Access your UNSC ema account onine such as MS Office Online Catering Requests Employee Virtual Desktop Log in to place your catering request for on campus Work from home via a VMware View connectan 10 events both large and smail Web network drives FAST Email and UNBC software such as MS Office Personal Web Space Web Requisitions A place for students faculty clubs employees to create ther own personal webpage Online
3. Home Applications Account Holders Help E Purchasing Card gt Edit Transactions gt Current committed transactions J Filter Options E Report Results E Help More Account Number 00251374 Transaction Status All Transactions Edit Data B Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross x P P I orem a e eral oee nee 4 record s found X VALUE TEXT 5110 Central Administration 5210 Finance amp Budgets 5250 Accounting Services 5260 Treasury Services 6 69 4 78 95 51 106 93 Details M 4 1of3 r rl Legend Row Billing Date Source Account Number Account Holder Transaction Date Merchant Gross Amount 1 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 2 db 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 3 D 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 Last updated November 7 2014 CODING TRANSACTIONS ACCT Clicking on the magnifying glass and clicking the word search in the acct field is less helpful Doing this will return the entire chart of accounts some 950 account numbers and names including balance sheet revenue and salary accounts If the account number is known it can be typed in However the search mechanism can also be used more productively by providing a
4. Card gt Edit Transactions gt Current committed transactions z Filter Options Report Results T Help More Account Number 00251374 Transaction Status All Transactions El Edit Data Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross gt P ai m i eo or 10100 5250 7001 9999 108 03 id X As indicated above the tax and net fields have been updated to match the receipt provided by the merchant The record can now be saved If the amounts do not add up to the Gross an error message will appear and the record will not be able to be saved until this has been corrected example below the error bar is pale yellow and easy to miss W Edit Date oa Index Fund Orgn Acct Aav tocn Comments PST GST Net Gross A A 10100 0 00 TAT 108 03 id X 0 00 5 14 102 89 108 03 Ly Gross amount does not batance against the Net Taxes Row Billing Date Source Account Number Account Holder Transaction Date Merchant Gross Amount 1 a 3 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 2 m 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 3 lez 4 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 Last updated November 7 2014 CODING TRANSACTIONS SELF ASSESSING TAXES E Return to Edit Transactions 12 39 45 PM of Return to Report Ho
5. Reporting Batching Administration Help Purchasing Card gt Edit Transactions Current committed transactions Q Leanne Murphy amp Logout z Filter Options Report Results BD Heip More Account Number 00251374 Transaction Status All Transactions Attachments Document Reference ID PC2014090300251374 5 There are currently no attachments present Click on the add icon to open the search tool amp Hide Attachments E Return to Edit Transactions 09 50 23 AM of Return to Report Home Applications Account Holders Import Reporting Batching Administration Help E Purchasing Card gt Edit Transactions gt Current committed transactions Q Leanne Murphy amp Logout z Filter Options gt Report Results Ri Help More Account Number 00251374 Transaction Status All Transactions Attachments D EUe Document Reference Document Comments Path to Document on your computer Browse Click on the Browse button to select a file from your comp to upload to the system Click Upload File button to submit this document _ Make the attachment confidential so it will not be Shared with other systems Upload File Cancel Upload J Row Billing Date Account Number Account Holder Date Merchant Gross Amount 1 03 07 2014 Purchasing Card 00251374 Murphy Leanne GROWER DIRECT FRESH CU 106 98 2 amp 03 09 2014 Purchasing Card 00251374 M
6. key word or search string in the search box before clicking on search UNIVERSITY OF NORTHERN BRITISH COLUMBIA ofa Return to Report v Home Applications Account Holders Help Purchasing Card gt Edit Transactions gt Current committed transactions Version 4 2 11 2 Leanne Murphy Emaronment BOAWEEK fia amp Logout Filter Options Report Results E Help More Account Number 00251374 Transaction Status All Transactions E Edit Data Index Fund Orgn Acct Prog Actv Locn Comments x GST Net Gross yl a Ox Acct Trav 24 record s found VALUE TEXT 7155 Travel Athletic Recruitment 7569 Travel Non employee 7909 Travel Liaison 7911 Travel Regional 791 Trawel Canference amp Details Row Source Purchasing Card Purchasing Card Billing Date 03 07 2014 03 09 2014 03 10 2014 1 2 3 Search A n 4 1of3 Account Number 00251374 00251374 00251374 b Account Holder Murphy Leanne Murphy Leanne 6 69 4 78 106 98 6 69 4 73 Transaction Date 02 06 2014 12 08 2014 id X 95 51 106 93 Merchant GROWER DIRECT FRESH CU GROWER DIRECT FRESH CU Legend Gross Amount 106 98 108 03 KI KI KI CEG Purchasing Card Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 In the example above the letters trav
7. 03 2014 I o o 09 03 201 Merchant id e lt gt te U lt gt f lt gt 11 03 2014 Equal v Transaction ID W Transaction Status O Equal V All Transactions Z Clear Filter Options 2 Page Notes millennium AST OSE were her wes alates tast administration support tool Transaction Status Cardholders can review all of the transactions contained in a billing period or filter them to look at only those already reconciled or only those that have not been reconciled The default is all transactions Q Leanne Murphy amp Logout Home Applications Account Holders Help G Purchasing Card gt Edit Transactions gt Current committe vy Filter Options a Help More Account Holder id Account Number ii Source Wi Billing Date wd Transaction Date Wi Gross Amount wi o o Click to add values m o x o Equal v ll Merchant wi Baier Se Baie te Oa c lt gt Equal ov Transaction ID w Equal __ V All Transactions Reconciled Not Reconciled Sitia Clear Filter Options Execute Report WY Page Notes millennium FAST O Admin otoan supper tool Click Execute Report to generate the edit transaction report Last updated November 7 2014 EDIT TRANSACTION REPORT DF Return to Report Leanne Murphy amp Logout Home Applications Account Holders Help B Purchasing Card gt Edit Transactions gt Curren y Filter Options J Report Results ki He
8. Tools e FastPortal Access for Faculty and Staff to web requisitioning e File Portal Computer Support Have a file that s 100 beg to send from your email FastPortal account Upload it through File Portal You can o Pin Resets aso send a link for someone to send a large fe to FastPortal Forget or need to reset your PIN Log in here with you Loginas your student ID to update your account POF Converter student Sedords web requisitions budgets and Convert word processing Mes spreadsheets Nes for Faculty and Staff to FastPortal for o Password Resets images and vector drawing fies into Adobe PDF Forget your UNBC password Login here with your format Student ID and PIN to access al UNBC account iiformation including email addresses usernames and your UNBC password From the Applications Menu choose Purchasing Card J D Home FAST Single x C University of Northern British Columbia CA https fastportal unbc ca Desktopi i Apps J Personal Home Applications A Application Info a ial Dashboard a Applications O al Budgets and Forecasting If you can only see Home and Help menu items then your login ID is restricted and access has not been granted i Finance Classic Reporting C D Human Resource Reporting Web Requisitioning BANNER E unec IT Support Employee Payroll Online Services UNBC Phone List Announcements v sefte h se
9. University of Northern British Columbia UNBC PURCHASING CARD USER MANUAL Last updated November 7 2014 Overview e The online Purchasing Card system permits cardholders to view and reconcile their procurement card purchases on a daily basis e Transactions are downloaded from the bank every morning e Cardholders are encouraged to reconcile their transactions on a daily or minimum weekly basis e Important dates 3 of each month cutoff date for MasterCard activity Purchases made after this date will appear on the next statement 20 of each month all transactions reconciled online 25 of each month paperwork original receipts travel authorizations approved statement submitted to Finance 30 of each month purchasing card transactions posted to Banner by Finance e Any unreconciled Purchasing Card transactions as of the 30 of each month will be posted to the cardholders default Fund and Org using account 7001 Unallocated MasterCard and will need to be corrected after the fact by a Finance representative Please note that a card may be revoked if there are frequent occurrences of non submission Last updated November 7 2014 Login Instructions From the UNBC Login Centre log in to FastPortal gt D wwwunbeca log 2 Apps Personal Z mao acne re ob E UNBE cere HOME DMISSIONS PROGRAMS amp COURSES CAMPUS LIFT UNBC Login Centre
10. ce the first line by the amounts entered on the second line If the cardholder has selected either net amount or gross amount the system will prorate the taxes between the two lines of coding as well E Purchasing Card gt Edit Transactions gt Current committed transactions z gt Filter Options Report Results 2 Help More Account Number 00251374 Transaction Status All Transactions 2 Edit Data Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross 10100 5250 7287 9999 Flowers for event 0 00 2 51 51 47 53 98 ty x 10100 5210 7287 9999 Flowers for event 0 00 2 57 51 48 54 05 ty x 0 00 5 08 102 95 108 03 amp Details m 2of3 b n Row Billing Date Source Account Number Account Holder Transaction Date Merchant Gross Amount 1 B MS 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 2 nS 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 3 gt lt bs 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 In the example above the single receipt for Grower Direct has been split evenly between two different FOAPAL s The transaction split icon now appears beside each line of coding That allows for further splits of either line should it be required Changes to the coding of either line can be done by clicking on the pencil icon If the second line of coding is not required it can be
11. deleted by clicking the red x The pop up message will appear as it did before but in this case it will actually remove the unwanted line of coding and return all values to the first record Message from webpage Q Are you sure you want to delete this record Last updated November 7 2014 ATTACHING RECEIPTS ELECTRONICALLY gt Please note that Finance requires all original receipts to be submitted monthly l Return to Edit Transactions 09 50 23 AM of Return to Report Home Applications Account Holders Import Reporting Batching Administration Help C Purchasing Card Edit Transactions Current committed transaction Q Leanne Murphy amp Logout Filter Options Report Results i Help More Account Number 00251374 Transaction Status All Transactions Row Billing Date Source Account Number Account Holder Transaction Date Merchant 1 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 2 uv 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 3 amp 03 10 2014 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC Gross Amount 106 98 108 03 63 00 To attach a receipt or any other document click on the paperclip beside the transaction This opens a new window Emwonmont BQAW le Return to Edit Transactions 09 50 23 AM oga Return to Report Home Applications Account Holders Import
12. e split icon Return to Edit Transactions 04 05 39 PM i Return to Report Leanne Murph L Logout p phy Home Applications Account Holders Help y Filter Options Report Results i Help More Account Number 00251374 Transaction Status All Transactions H Edit Data a Index Fund Orgn Acct Prog Actv Loon Comments PST GST Net Gross A le 4 10100 5250 7287 9999 Flowers for event 0 00 5 14 102 89 108 03 0 5250 7001 19999 0 00 id X 0 00 5 14 102 89 108 03 2013 n Calculate taxes for me by Net amt v U Legend Source Account Number Account Holder Transaction Date Merchant Gross Amount Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 There is now a second line available for coding for the same transaction The cardholder has the option to a split the transaction based on the pretax amount choose net amount from pull down menu b split the transaction based on the after tax amount choose gross amount from pull down menu Last updated November 7 2014 c orto enter all amounts uncheck the calculate taxes box gt Please note that if the original tax amounts have been changed it will be necessary to use option c When the record is saved by clicking the floppy disk the system will redu
13. ed ie for an event To leave notes for Finance to indicate an item in dispute to indicate an item to be reimbursed by a third party etc Last updated November 7 2014 CODING TRANSACTIONS TAXES There are reference documents on the Finance web page http www unbc ca finance forms related to taxes to assist the users in completing this section Please note the following gt The University is able to recover 67 of all GST paid so it is very important to record this tax gt Itis imperative to note that the taxes that will appear in the PST and GST boxes may not be correct The information is sent from the merchant to the bank and in many cases will not reflect the actual taxes assessed gt Most receipts that are received from vendors will clearly show the taxes that have been paid gt When dining the receipt brought to the table will identify the GST HST paid on that meal This receipt must be retained along with the machine receipt received on payment gt The receipts for taxi fare do not show the GST HST paid There is a simple calculation to break out this tax Please refer to the document GST and PST for further instructions gt Most hotel bills will summarize the GST paid on the last page There is no need to break out any of the other taxes as no rebate 1s available gt When travelling in other provinces the University is still able to claim a rebate on the GST paid even in provinces under
14. ed just any changes that were made to coding and taxes and the icon will revert from green to red Message from webpage Q Are you sure you want to delete this record Last updated November 7 2014 CODING TRANSACTIONS SPLITTING ITEMS gt Sometimes a single receipt may need to be split between two different FOAPAL s The system allows a single receipt to be split into as many different lines as the user deems necessary Return to Edit Transactions 01 00 27 PM ofa Return to Report Home Applications Account Holders Help E Purchasing Card gt Edit Transactions gt Current committed transactions Filter Options Report Results 2 Help More Account Number 00251374 Transaction Status All Transactions B Edit Data Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross 10100 5250 7287 9999 Flowers for event 0 00 5 14 102 89 108 03 amp x 0 00 5 14 102 89 108 03 Details M 4 2of3 r Row Billing Date Source Account Number Account Holder Transaction Date Merchant Gross Amount 1 B CS 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 2 ry 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 3 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 The cardholder will code and save the transaction To split the transaction click on th
15. hy Leanne CANADIAN PAYROLL ASSOC 63 00 When the cardholder is satisfied that the transaction has been coded appropriately click on the floppy disk to save the record If the record has saved successfully the edit window will close and the icon will change from red to green UNBC ains oaa Version 4211 Environment BQAWEEK FS le Return to Edit Transactions 04 05 39 PM DF Return to Report Q Leanne Murphy amp Logout Home Applications Account Holders Help E Purchasing Card gt Edit Transactions gt Current committed transactions A y Filter Options Report Results 2 Help More Account Number 00251374 Transaction Status All Transactions H Edit Data Index Fund Orgn Acct Prog Actv Loon Comments PST GST Net Gross 10100 5250 7287 9999 Flowers for event 0 00 5 14 102 89 108 03 t x 0 00 5 14 102 89 108 03 Details H t 2of3 d O Legend Row i Piling Date _ Source Account Number Account Holder Transaction Date Merchant Gross Amount 1 mm 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 2 y 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 3 amp S 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 Once the record is saved it can be returned to an unreconciled transaction by clicking on the red x and saying ok to the pop up message as seen below The record will not be delet
16. ion codes are not a required field so for most transactions this field can be left blank However when coding travel or personnel costs it is necessary to attach those transactions to the person to whom the expenses belong This facilitates the reporting requirements of the Financial Information Act to which UNBC is subject Click on the magnifying glass and search by any part of a name to find the unique code for each individual Ww x VALUE MOJE Please refer to the sections on Travel and Professional Dev in the document Account Codes Expenses which can be found on the finance web page http www unbc ca finance forms These sections specify which account codes also require the use of activity and location codes Last updated November 7 2014 CODING TRANSACTIONS COMMENTS The comment field is not a required field and any information written here will not be seen in FAST Classic Reporting However this field allows the user to enter 230 characters of information that prints out on the statement This is a useful place to provide reference notes for the cardholder the supervisor or Finance Examples of ways this field can be used For travel expenses to indicate the dates of the travel the purpose of the travel and the name of the traveler For meeting expenses to record the names of the persons who were in attendance as required under the entertainment policy For expenses what was purchased or why it was purchas
17. it Transactions 04 05 39 PM 53 Return to Report gt Bl Leanne Murphy A Logout Home Applications Account Holders Help Edit Transactions mmitted transactions a Accoum Overview y Filter Option Dno For Print Monthly State ant Account Number 0 dot EOD REE el Transactions tf Edit Date ao Index Fund Orgn Acct Prog Acty Loon Comments Pst GSI Net Gross 10100 5250 7287 9999 Flowers for even t 0 00 2 08 51 92 s5401 x 10100 5210 7287 9999 Flowers for event 0 00 3 00 51 02 54 02 x 0 00 5 08 102 95 108 03 U Details 2013 d U Legend Row Billing Date Source _ Account Number Account Holder Transaction Date Merchant Gross Amount 1 es 4 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 2 m W 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 3 BR a 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 This will take the cardholder to the Statement Selector page Hom Applications Account Holders Help Select a Billing Source and a Fiscal Period then click on the Account Number column to generate a Source Pure hasing Card v Account Number 4 00532872 3 00251374 Murphy Leanne 00399744 Chew William Smith Colleen From this page the cardholder can choose the current period and print a copy of their statement or save it as a PDF as well as review any electronic at
18. lp More Account Holder CHEWW Billing Date 10 03 2014 Transaction Status All Transactions Row Billing Date Source Account Number Account Holder Transaction Date Merchant Gross Amount 1 amp 03 10 2014 Purchasing Card 00532872 Chew Wiliam 12 09 2014 2 B e 03 10 2014 Purchasing Card 00532872 Chew William 14 09 2014 BANFF AIRPORTER INC 61 90 Black Domestic Transaction E Reconciled Transaction 544 70 Red Domestic Credit a Original Transaction F l T oreign Transaction a 20f2 oy Grid Height 4 G ej Records per Page 15 v O Legend q Save As POF a Excel E28 xmi This screen gives the cardholder an overview of the charges within the selected parameters There is a pop up legend on the bottom left hand side that appears when the mouse hovers over the word legend Black if the merchant name is black the transaction 1s in Canadian dollars Red if the merchant name is red the transaction is a credit there will be a minus sign before the gross amount Teal if the merchant name is teal the transaction is in a foreign currency The amount that appears on the screen is in Canadian dollars which will not match the amount on the receipt which will be in the foreign currency As shown above this transaction is for a registration fee for a conference being held in the United States The actual receipt is for 450 00 USD the amount above is the Canadian dollar converted amount All tra
19. me Applications Account Holders Help Purchasing Card gt Edit Transactions gt Current committed transactions z Filter Options Report Results 2 Help More Account Holder CHEWW Transaction Status All Transactions El Edit Data Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross pe 4 leo eE Fe Ps Fe WP oe E JE sj l 10100 52650 7001 9999 O 0 00 C 0 00 482 80 482 80 id X 0 00 482 80 482 80 Details Row Billing Date Source Account Holder Transaction Date Merchant Gross Amount 1 nS 03 08 2014 Purchasing Card Chew William 19 07 2014 FLOWERS FLOWERS FLOW 89 60 2 gt lt CS 03 09 2014 Purchasing Card Chew William 14 08 2014 STAPLES STORE 100 335 91 3 03 10 2014 Purchasing Card Chew William 12 09 2014 NACCU 482 80 4 MS 03 10 2014 Purchasing Card Chew William 14 09 2014 BANFF AIRPORTER INC 61 90 5 MS 03 11 2014 Purchasing Card Chew William 16 09 2014 PRINCE GEORGE TAXI LTD 28 00 6 CS 03 11 2014 Purchasing Card 00532872 Chew William 14 10 2014 INSTITUTE OF CHARTERED 414 75 7 gt lt CS 03 11 2014 Purchasing Cad 00532872 Chew William 20 10 2014 CSI GLOBAL EDUCATION I 288 75 gt There are two check boxes beside the tax amounts As a general rule users should NOT check these boxes These check boxes are used to self assess PST and or GST where the vendor is ou
20. n can also be accessed directly from the Finance web page Last updated November 7 2014 Account Holder Tasks gt Users can also access their tasks from the pull down menu on the toolbar Account Overview Print Monthly Statement 00251374 Purchasing Card 278 01 a List of Accounts I Manage ii i E Print Monthly Statements millennium FAST 9OO Last updated November 7 2014 SELECTING TRANSACTIONS TO EDIT The Filter Options tab allows the cardholder to set parameters to limit what is made available to edit If the user chooses to execute the report without setting any parameters the report will show all transactions for all cards in the departmental group for all open billing dates The following parameters are suggested Version 4209 Environment BOQAWEEK 2 Leanne Murphy amp Logout Home Applications Account Holders Help Purchasing Card Edit Transactions Curren Filter Options E Help More Account Holder id Account Number id Source ii Billing Date id Transaction Date id 7 s Click to dd values Q v iil oO Equal v Pio 5 R O lt f lt gt Se Gross Amount wi Merchant Transaction ID i Transaction Status X Equal Equal hd All Transactions v Y Page Notes fast administraton support tool G millennium FAST O O9 Account holder Using the magnifying glass open the query box Click on the search box All cards available to be edited will appea
21. nsactions initially show up with this red icon This indicates to the cardholder that this transaction has not been reconciled and requires attention When a transaction has been reconciled and saved by a cardholder the icon turns green This indicates to a cardholder that they have already reconciled this transaction However changes can still be made to this transaction at any point before it is posted it is still available for editing Last updated November 7 2014 EDITING TRANSACTIONS To edit transactions click on the applicable El icon The list of transactions will move to the bottom of the screen and the chosen transaction will appear in the edit window as shown below y gt Filter Options Report Results g Help More Account Holder MURPHYL Transaction Status All Transactions Edit Data o Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross 6 69 4 78 95 51 Row Billing Date Source Account Number Account Holder Transaction Date Merchant Gross Amount izz 3 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER GIRECT FRESH CU 106 98 amp S 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER PIRECT FRESH CU 108 03 Ex S 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 Net Gross id x Please note the following gt Index This field must be left blank gt Fund Orgn Acct and Prog are required fields a
22. r in the results box below Alternatively a specific name can be searched by entering all or part of the first name OR all or part of the last name Version 4209 Environment BOQAWEEK Q Leanne Murphy amp Logout Filter Options E Help More Account Holder Account Number d Source dd Billing Date d Transaction Date id A g dick to ydd values Q v gii 2 Equal x fe User ID First Name Last Name Transaction ID i Transaction Status Equal ansacti c 3 record s found All Transactions v ID FIRSTNAME LASTNAME a an 4 aftr optom MURPHYL Leanne Murphy SMITHC Colleen Smith Select record s then press Add Add fast administration support tool Last updated November 7 2014 Billing Date Click on the pull down menu icon beside billing date A list of all available billing periods will appear in the results box below If a billing period does not appear on this list it means that billing period has already been posted to Banner and is no longer available to be edited please contact the budget officer if changes are required Select a billing period by double clicking on it or clicking on the date and the green check mark Q Leanne Murphy amp Logout Home Applications Account Holders Help z Filter Options 2 Help More Account Holder wi Account Number id Source ki Billing Date 1i Transaction Date ii Gross Amount oO o Click to add value Q v x o 07 03 2014 Equal v 08
23. ren saishan Last updated November 7 2014 Application Info and Quick Launch Tabs gt The Quick Launch tab provides the cardholder with an at a glance overview of activity on their own card and any other cards within their departmental grouping Version 4 2 11 Environment BQAWEEK 2 Leanne Murphy amp Logout Home Applications Account Holders Help Application Info Quick Launch x List of My Accounts 00251374 Purchasing Card 278 01 ist of Accounts I Manage Print Monthly Statements e List of My Accounts this shows all cards belonging to the cardholder The amount represents the gross value of all transactions not yet posted to Banner Clicking on the card will take the user directly to the Report Results tab on the edit transactions page List of Accounts I Manage clicking on the sign will show all of the cards that belong to the same departmental grouping as the cardholder if any Cards shown under this tab can be reconciled by any cardholder within the group Clicking on any card will take the user directly to the Report Results tab on the edit transactions page e Print monthly statements quick launch to the print monthly statement function gt The Application Info tab has a pull down menu on the right side of the screen titled PCard Links This pull down menu offers links to information that cardholders may find useful when reconciling their card statements This informatio
24. s indicated by the red stars to the right of the word Each transaction will come prepopulated with the cardholders fund and orgn default as specified when the card was requested Each transaction will specify account 7001 unallocated MasterCard this account must be changed to the appropriate account number for the transaction or the reconciliation will be returned to the cardholder for correction Program code 9999 is the natural default for that field and can be left at that value If any of these fields are left blank the transaction will not be able to be saved and an error message will appear gt Acardholder will be limited to using the funds and orgns that have been authorized for them on their web access form please see http www unbc ca finance forms If additional access is required a web access form will need to be completed and signed by the budget holder As indicated on the form access can be granted to allow a user to monitor the budget in FAST Reporting OR to post transactions in FAST Purchasing Card OR both depending on the boxes checked Last updated November 7 2014 gt CODING TRANSACTIONS FUND AND ORGN Click on the magnifying glass below a FOAPAL Fund Orgn Acct Prog Actv Locn element to open a search window For fund and orgn clicking on the word search will show the cardholder only those options that are available to them These choices are unique to each individual cardholder as determined by the acce
25. ss granted to them on the web access form If the fund or orgn number is known it can also just be typed in ON a A Version 4 2 11 U UNIVERSITY OF NORTHERN BRITISH COLUMBIA ofa Return to Report 7 2 Leanne Murphy amp Logout Home Applications Account Holders Help Purchasing Card gt Edit Transactions gt Current committed transactions Filter Options E Report Results E Help More Account Number 00251374 Transaction Status All Transactions Edit Data B Index Fund Orgn Acct Prog Actv Locn Net Gross Comments PST GST x __ eee C 2 Of sees O savs 95 51 106 98 4 record s found a X VALUE TEXT 10100 Unappropriated Gen Operating Fund 11500 Carry Forward Fund 12935 P D Leanne Murphy 5660 University Capital Reserve i l o 6 69 4 78 95 51 106 98 Details M 4 1of3 r rl Legend Row Billing Date Source Account Number Account Holder Transaction Date Merchant Gross Amount 1 S2 b 03 07 2014 Purchasing Card 00251374 Murphy Leanne 02 06 2014 GROWER DIRECT FRESH CU 106 98 2 D 03 09 2014 Purchasing Card 00251374 Murphy Leanne 12 08 2014 GROWER DIRECT FRESH CU 108 03 3 D 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 2014 CANADIAN PAYROLL ASSOC 63 00 Versiomx 4 2 11 Emaronment BOAWEEK A UNIVERSITY OF NORTHERN BRITISH COLUMBIA ofa Return to Report 7 amp Logout 2 Leanne Murphy
26. tachments From the pull down menu the card holder can also choose a previous period and complete the same task Last updated November 7 2014
27. the HST model Please refer to the document GST and PST for assistance in breaking out the GST portion of the HST gt Please refer to the document Tax by province or territory http www unbc ca finance forms to find the current rates of tax in Canada This document will be updated whenever there is a tax rate change in any of those provinces gt There is no tax on any travel hotel meals etc outside of Canada or any goods consumed outside of Canada Last updated November 7 2014 CODING TRANSACTIONS TAXES of Return to Report v Home Applications Account Holders Help 8e Purchasing Card gt Edit Transactions gt Current committed transactions z Filter Options Report Results Ww Help More Account Number 00251374 Transaction Status All Transactions f Edit Data Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross P Pz r a a pz Cai 10100 5250 7001 9999 gl 6 75 O 4 82 _ 96 46 108 03 H X If the taxes shown on the screen are the same as the receipt provided by the merchant the record can be saved as it is In the case above the taxes do not match the receipt and must be adjusted as there is no PST applicable and the GST is a different amount This will also require a change to the net amount as PST GST NET GROSS UNIVERSITY OF NORTHERN BRITISH T of Return to Report v Home Applications Account Holders Help e Purchasing
28. tside of Canada and the goods or services would be subject to either or both tax under tax rules In most cases this will be determined by Finance A notable exception is when advertising is done through Facebook or LinkedIn Both of these vendors are based outside of Canada but in both cases the transaction is subject to GST under Canadian tax law In these cases the checkbox beside GST should be checked as in the example below Edit Data Index Fund Orgn Acct Prog Actv Locn Comments PST GST Net Gross P ai Pad oo Ea P Ea Ea a 80210 5610 7001 9999 ol o i 50 00 340 80 340 80 i X 21 30 15 21 304 29 340 80 Details 1a gt om Last updated November 7 2014 CODING TRANSACTIONS SAVING THE RECORD y Filter Options Report Results 2 Help More Account Number 00251374 Transaction Status All Transactions 4 Edit Data o Index Fund Orgn Acct Prog Actv Loon Comments pst Gs Net Gross 7 7 10100 5250 17287 99 29 Flowers for event 5 14 102 89 108 03 W X 6 75 4 82 W Details t 2013 U Legend Row Billing Date Source Account Number Account Holder Transaction Date Gross Amount 1 a 03 07 2014 Purchasing Card 00251374 Murphy Leanne GROWER DIRECT FRESH CU 106 98 2 amp 3 03 09 2014 Purchasing Card 00251374 Murphy Leanne GROWER DIRECT FRESH CU 108 03 3 ess 4 03 10 2014 Purchasing Card 00251374 Murp
29. urphy Leanne GROWER DIRECT FRESH CU 108 03 3 amp 03 10 2014 Purchasing Card 00251374 Murphy Leanne 11 09 201 CANADIAN PAYROLL ASSOC 63 00 amp Hide Attachments Click on browse to go find the appropriate document s and upload the file The document will now be attached to the transaction It can be deleted or additional attachments can be added B Purchasing Card gt Edit Transactions gt Current committed transactions y Filter Options Report Results 1 Help More Account Number 00251374 Transaction Status All Transactions i Attachments Document Reference ID PC2014090300251374 oD Type File Name Doc Ref Comments Date Confidential 14 178cu_aa_se_athletics pdf PC2014090300251374 03 11 2014 x Last updated November 7 2014 amp Hide Attachments MONTH END By the 5 of every month all of the transactions for that month will have been downloaded from the bank and will be available for edit All transactions must be coded by the 20 of the month When coding is complete the cardholder will print off their monthly statement attach all original receipts attach travel authorizations where applicable circulate for approval signatures if required All paperwork should be in the Finance office by the 25 of each month To print a copy of your statement click on the account holder menu and choose print monthly statement UNBC on TET Vermon Cevworwnent j A l Return to Ed
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