CSU East Bay

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CSUEASTBAY PROCUREMENT CARD CARDHOLDER GUIDE
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• CSU East Bay
• Procurement Card
• September 2006

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General Purchasing Card Policies

• Your card is for University business purposes
  only. If personal charges occur, send a personal
  check, payable to CSUEASTBAY. Include an
  explanation of the transaction, along with the
  accounting assigned in Transactions Review.
• Do not lend your Pcard to others for use. Keep
  your card in an accessible, but secure location.
• You are responsible for providing documentation
  and timely reporting for all purchases.
• Misuse of your card will result in infraction
  letters and limitations as set forth by CSU East
  Bay Rules and Regulations.

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General Purchasing Card Policies
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General Purchasing Card Policies
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Approval Process Timeline

• A charge is made with the Purchasing Card within
  the current cycle.
• (Your business cycle ends on the 25th, or next
  business day, of each month.)

The cardholder logs into Transactions Review to
edit and approve all transactions posted through
their cycle end date of the current month.
The purchase is loaded into the Transactions
Review system 24-72 hours from the transactions
post date. Default accounting from the
cardholders application is applied to the new
line item.
After the cycles end date, all approved
purchases are sent to the general ledger.
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Log in Procedures
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Transaction Review Cardholder Guide SFSU
Procurement 2006
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Log in Procedures
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Transaction Review Navigation
1. Access the Transaction Review screens, or
change your password/email address. 2. Find
help, or log out of the system. 3. Review
important messages and helpful tips from the
administration team. 4. Use these links to
access CSU East Bays Pcard site (or other
sites), and to email questions. 5. If the
future, this area will indicate your compliance
to Pcard policies.
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Transaction Review Cardholder Guide SFSU
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Transactions Review Navigation
6. Display Tab Toggle between single line and
double line display. 7. Dispute Tab initiates
dispute process and provides dispute confirmation
number. 8. Reports Tab create, save and print
your Expense Log Report. 9. Search Tab search
for a particular transaction within your
account. 10. Next and Last Tabs If more than 25
transactions, use these to navigate between
screens.
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Transaction Review Cardholder Guide SFSU
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Editing Accounting Fields
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Transaction Review Cardholder Guide SFSU
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Editing Accounting Fields
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Transaction Review Cardholder Guide SFSU
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Editing Accounting Fields
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Transaction Review Cardholder Guide SFSU
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Editing Accounting Fields
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Transaction Review Cardholder Guide SFSU
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Editing The Description and Tax Fields

• If Purchasing Card Item or Transaction Line
  Item is listed in the Description field, you
  must enter a more specific description of what
  was purchased.
• Highlight and delete the generic description
  from the Description field, then enter a specific
  description of what was purchased. If there are
  numerous items under one transaction, simply list
  the three most costly items in the description
  field.

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Transaction Review Cardholder Guide SFSU
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Save and Approve Procedures

• After you have edited the Accounting and
  Description, click on the Save button. You will
  receive a message that states Changes have
  been saved. Click OK.
• Please Note If you do not need to edit the
  Accounting or Description fields, the save box
  will remain grayed out. In this case, you may
  skip to step 2 of these procedures. (If the Save
  button is grayed out, but you have made changes,
  click anywhere outside of the field you last made
  changes to. The Save button will now be
  available.)

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Transaction Review Cardholder Guide SFSU
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Save and Approve Procedures

• Once you have saved your changes, click on the
  Approval box within the line item.

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Transaction Review Cardholder Guide SFSU
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Save and Approve Procedures
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Transaction Review Cardholder Guide SFSU
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Splitting Transactions
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Transaction Review Cardholder Guide SFSU
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Splitting Transactions
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Transaction Review Cardholder Guide SFSU
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Disputing Transactions
1. Select the Dispute Tab and a new window
will open with the transaction info. 2. The
new window prompts the dispute details to be
entered. 3. By clicking submit, the database
will provide a dispute confirmation number and
initiate the dispute process with GE CPS. 4.
Please remember that you have a maximum of 60
days to dispute
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Helpful Tips For Transaction Review

• Log into Transactions Review to approve your
  charges on a frequent basis to prevent feeling
  overwhelmed at the end of the month.
• Be sure to navigate using the Next and Last
  buttons within Transactions Review. Using the
  Back or Forward button on your browser may
  log you out of the system.
• If an item is in dispute, you are still required
  to mark it as approved in Transactions Review.
  If a credit is issued as a result of your
  dispute, the credit will appear as a new line
  item for you to approve. You must approve the
  credit to the same accounting as the original
  debit.

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Creating Your Expense Log Report
Click on Reports and select Expense Log Report.
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Creating Your Expense Log Report
Enter the date range for the cycle you are
reconciling (refer to reminder e-mail from
Program Administrator) and sort by post date
using the dropdown menu.
Click the Create Report button.
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Creating Your Expense Log Report
Print Expense Log Report, sign and attach all
receipts and submit to Accounts Payable.
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Preparing Your Receipts

• Ensure your receipts are legible and have a date
  and dollar amount.
• Mail receipts only after you have approved the
  item in Transactions Review.
• Please do not send multiple copies of the same
  receipt or unnecessary back-up information such
  as GE NetService Statements.
• Lost Receipts Try to obtain a duplicate receipt
  from the supplier. If you are unable to obtain a
  duplicate receipt, complete the Lost Receipt Form
  found on your business Pcard site. Send the
  completed Lost Receipt Form with your other
  receipts.

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Where To Find Help

• The GE customer service number is printed on the
  back of your card. Representatives at this line
  will assist you with the following items
  General Pcard Policies, Declines, Lost/Stolen
  Cards, Disputed or Fraudulent Charges,
  Name/Address Changes and the GE NetService Site.
• Please direct all Transactions Review questions
  (passwords, navigation, etc.) to PCard
  Administrator (all requests to this inbox will be
  completed within 24 hours).
• If you receive connectivity errors while using
  the Transactions Review system (excluding
  password and navigation issues), please contact
  the GE Help Desk at 1-800-464-3603, Option 3 and
  alert the PCard Administrator Alfred.Newell_at_csueas
  tbay.edu
• In his absence alert Michael.Walker_at_csueastbay.edu
  
• Telephone numbers
• Al Newell 510-885-2120
• Mike Walker 510-885-3363
• .