Pcard Approver Role Presentation Overview

1
P-card Approver Role Presentation Overview

• This session is designed to assist you in
  understanding your role as a P-card Approver.
•  
• Approver is a term used by Wells Fargo to
  identify the staff member who is responsible for
  approving p-card expense via CCER (Wells Fargos
  Commercial Card Expense Reporting online tool for
  p-card expense allocation)
• This session provides an overview of P-card
  Approver procedure and is recommended for all
  current, or new p-card approvers.
• This session is also recommended for any staff
  member involved in managing p-card expense for
  their area.

2
3 Levels of Review

• P-card expense requires 3 levels of review
  to ensure it serves a legitimate business need,
  complies with policy and has been authorized by
  the department
• Level 1 Cardholder Review of Expense (Completed
  via CCER CH Review function)
• Level 2 Approver Review (Completed via CCER
  Approval Complete function)
• Level 3 Review by Manager (Completed via
  hardcopy review and authorizing
  signature)
• The department or business unit is ultimately
  responsible for ensuring cardholder expense
  serves a legitimate business purpose.
• Independent audits are conducted by Purchasing,
  Internal Audit and outside auditors to ensure
  expense is in compliance.

3
Departmental Overview of P-card Expense

• Staff members (including management) involved in
  reviewing, approving, or authorizing p-card
  expense must have an understanding of BSU
  purchasing and p-card policies.
• Purchases that appear to be outside of policy
  should be reported to the P-card Administrator or
  Purchasing Compliance Specialist.
• Report Fraud, Waste, or Abuse to Internal Audit
• Cardholders should be notified of non-compliance
  issues in writing immediately upon discovery.
• Use the Non-Compliance Warning form consistently
  and attach copy to the cardholder statement.
• Any unresolved non-compliance issues should be
  escalated to University P-card Administrator.

4
Level 1 Cardholder Review

• Cardholders must review and authorize their
  expense electronically by the required due date.
• In some areas, cardholders are assigned a
  Reconciler to assist with statement
  reconciliation. The reconciler may complete the
  review process on behalf of a cardholder.
• All cardholders must review and sign their
  printed statement each month. This provides an
  additional safeguard validating p-card expense.
• Cardholders who do not complete their
  reconciliation by the required due date should
  receive a non-compliance warning (either via
  email or form). Dont wait until its your last
  day to approve statements. Notify late
  cardholders immediately, and keep a copy of your
  notification with cardholder statements.

5
Level 2 Approver Review

• Approver is responsible for reviewing statements
  and editing or designating Dept ID/GL code for
  posting p-card expense via CCER.
• Approver should ensure Description Box includes a
  business purpose for the purchase understandable
  to someone outside your own area.
• Approver should ensure all required documentation
  is submitted by cardholder.
• Approver is responsible for reporting any
  non-compliance issues discovered during approval
  process.

6
Level 3 Manager Authorization via Signature

• Manager is defined as department head,
  director, dean, business manager, or staff member
  delegated authority to authorize expense. The
  Manager is ultimately responsible for authorizing
  all p-card expense in their business unit, or
  department.
• Manager must review hardcopy statements
  (including the assigned department coordinator)
  and authorize expense as legitimate via
  signature.
• Manager should report any unresolved
  non-compliance issues to University P-card
  Administrator.
• Any delegation of signing authority must be
  granted in writing, and approved by respective
  Dean or VP, and Purchasing.

7
CCER APPROVER ROLE IN P-CARD

• Most P-card Approvers at BSU are also the
  department designated P-card Coordinator.
• Some areas assign managers the role of approving
  expense electronically and opt to assign P-card
  Coordinator duties to other staff members.
• Departments may customize the process they use
  for reconciliation of p-card expense monthly to a
  degree. However, there are conditions that must
  be met to satisfy audit requirements and to
  safeguard the integrity of the p-card program.
  Departmental failure to maintain the appropriate
  check and balance may result in loss of p-card
  privileges.

8
Approver Responsibilities Detail

• Reviewing, editing and approving online
  allocations by required due date each month.
• Reviewing department p-card purchases to ensure
  compliance with University purchasing policies
  and procedure.
• Reporting non-compliance issues to cardholders,
  manager and university p-card administrator.
• Approver responsibilities may be shared between
  staff members. Departments may opt to designate a
  Secondary Approver to assist or act as a back-up
  Approver

9
Approver Responsibilities Detail, continued

• Cardholders who do not complete account
  reconciliation by CCER Cardholder Due Date should
  be notified immediately of non-compliance.
• Notify cardholders in writing if they miss a due
  date (either online review of statement or
  submission of p-card documentation).
• Cardholder must sign a form stating all expense
  was reviewed and authorized in case of future
  audit.
• P-card accounts may be immediately suspended
  pending receipt of required paperwork.
  Cardholders who repeatedly miss due dates may
  have their account suspended or permanently
  deactivated.

10
Approver Responsibilities Detail, continued

• Other duties include
• Handling Account Maintenance
• Requesting new accounts
• Closure of existing accounts.
• Requesting limit changes.
• Requesting blocks/unblocks of MCCs (Merchant
  Category Codes)
• Maintaining p-card documentation for a minimum of
  5 years (including original receipts, statements,
  and any back-up supporting the business purpose
  of the expense).

11
Approver Review Checklist

• Approx 5th of month Check your Approval Queue
• Remind cardholders to complete statements if
  their statement is in Open status.
• Approx 9th of month Notify cardholders who
  missed review of non-compliance.
• Approx 15th of month Check your Approval Queue,
  again.
• Status should be Approved for each cardholder.
• Print Statement Approval Queue after approval is
  complete for all cardholders.
• Run a Transactions report for your area.
• Department head/manager must review all
  statements (hardcopy statement back-up)
• Manager must sign the Approval Queue or
  Authorization of P-card Expense form after review
  is complete.
• Signed original form must be kept on file
  with departmental p-card records. It will be
  required during audit.

12
CCER View

• Approver Experience Online

13
Statement Approval Tab
CLICK ON THE HYPERLINK TO VIEW STATEMENT
Statement Approval Queue Example Approvers can
view individual cardholder statements for
cardholder in their queue.
14
Cardholder Statement View
Select All and then select Reclassify to
review/edit lines on one screen
15
View Description/Business Purpose

• View the Dept ID and Account Code to be sure
  expense is allocated correctly
• The description provided should provide a clear
  business purpose for auditors.

16
Statement Approval
1500.00
1527.00

• After review and editing is completed, be sure
  the Receipt Attached box is checked
• Approve the card expenses by clicking Approval
  Complete

17
Print the Approval Queue screen after approval
is complete
STATEMENT STATUS IS OPEN CARDHOLDER REVIEW
WAS INCOMPLETE. APPROVAL WAS
INCOMPLETE- P-CARD ACCOUNT WILL
BE DEACTIVATED UNLESS P/A IS NOTIFIED-
I have reviewed and authorized the above p-card
expense for Jan 2008 P-card Signature
________________________Printed
name__________________ Must be Dept.Head,
Dean, Director, or Business Manager
signature (Sample of signature line info or use
P-card Authorization form)
18
Transaction Detail Report
Select Standard Report
19
Transaction Detail Report, Continued
20
Transaction Detail Report, Continued
Select a Start and End date Select Posting
Date -Match the date to WF billing cycle Select
Generate Run the report to either PDF or Excel
spreadsheet
21
Transaction Report, Continued
Select View Download in Excel or PDF format.
22
Transactions Report View (PDF)
23
Level 3- Authorization of P-card Expense

• Approver submits cardholder statements with all
  back-up, including printed Approver Queue to
  Manager after CCER approval has been completed.
• Manager (Department Head, Director, Dean or
  Business Manager) must review and authorize via
  signature.
• Manager should sign either the Approval Queue, or
  the Authorization of P-card Expense form.
• Any non-compliance issue should be discussed with
  the cardholder and, in some cases reported to
  University P-card Administrator.

24
Record Keeping

• Departments are required to maintain original
  p-card documentation in a central location a
  minimum of 5 years.
• Cardholders may not retain original receipts
• P-card documentation includes
• Cardholder Statement (including business purpose)
  with original detailed receipts and cardholder
  signature
• Back up documentation
• Signature form (designating expense was
  authorized by Manager)

25
BSU P-card Information Website

• P-card Information online site has answers to
  frequently asked questions, training materials,
  reference guides, and forms.
• http//finad.boisestate.edu/pcards_main.htm
• Use this site! Refer your cardholders to this
  site for information and forms.

26
P-card Security Lost or Stolen P-card 
Cardholders should immediately report lost,
misplaced, or stolen cards directly to Wells
Fargo P-card Account Services 1/800-932-0036
Safety online Wells Fargo does not request or
send sensitive information such as account
numbers or passwords in an unsecured email, or
by directing you to an unsecured website. You can
forward suspect emails to reportphish_at_wellsfargo.c
om Questions, concerns?    University P-card
Administrator  Anna Pollworth Ext 6-1795
Purchasing Compliance Specialist Greg Kunde Ext
6-2964 Check the online P-card site for forms,
references and information http//finad.boisestate
.edu/pcards_main.htm