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

9

Workflow Process Flowchart

10

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