US Bank Visa Procurement Card Online Presentation and Certification
Your Responsibilities • To follow the PSD’s procurement card policies and guidelines • To complete this training • To provide to your Business Services Specialist your statement of activity, receipts, and other back-up in a timely manner • To stay within your budget parameters • To safeguard your card • To dispute items on your card if needed • To use your card for only district related purchases • Use district approved vendors when necessary.
General Instructions • The P-card may be used at any qualified merchant who accepts Visa. • The cardholder is responsible for ensuring that all required steps are taken. – The purchase is within your credit card limits – An itemized receipt and charge slip are provided – Staying within your budget parameters • To activate your card – Call 1.800.344.5696
Do’s and Don’ts • Allowed Purchases • Disallowed Purchases – Meeting refreshments – Personal Services – Postage – Entertainment – Supplies – Cash advances – Subscriptions & Books – Gas – Copying & Printing – Technology equipment/theft sensitive assets unless – Memberships approved by ITC and – Conference Registrations Business Services first – Hotel and air fare while on – Purchases over $5,000 (per travel status item) – Car Rentals and shuttles while – Meals while on travel status on travel status – Gifts (of any kind) – Charitable Contributions * Your administrator or budget managers may have different allowable purchases.
Registering your pcard Online • Once you have called and activated your card you need to register online. • Enter the US Bank website at https://access.usbank.com • Click on “Register Online” • Enter in the Organization Short Name – WASD
Registering your pcard Online Cont… • Enter in your account number as it appears on credit card • Enter in your cards expiration date • Enter in your statement zip code + 4 • Click on “register this account ” • You will create a user name – do not use the credit card number.
Online Access • Once you have registered your account at the US Bank website you will have access to the following: – Online statements – Reports – Disputes – Real time information – Remaining Balances – Account Activity Report
Monthly Reporting Process Your statement will be ready by the 25 th of each month via • US Bank website. • All purchases/credits that are on your statement need to be accounted for on account activity printout. • All receipts (itemized) will need to be attached to your account activity printout. • Any other necessary documentation will need to be attached. – Agenda and attendee list for meeting refreshments. – Prior approvals for all travel costs including registration fees.
Accessing the Account Activity Report • Log into the Access web page from US Bank (slide 5) • Click on “transaction management” on the left hand side. • Your account number will automatically show up on the screen. Click on “View Pending Transactions”.
Accessing the Account Activity Report • At the billing cycle Close Date drop down box, choose “Open” or the current statement month, then click search. – Only your transactions that occurred during that cycle will appear. If you have no transactions listed, you don’t need to go any further. • If you are satisfied with the purchases and default account code being used, Click on the “Print account activity” link. • A new screen will pop up in a PDF format, click on the printer icon. • On the print out, sign and date and forward this form and all appropriate back to your supervisor for signature.
Need to change the account code? – Put a check mark in the specific transactions that need to reallocated. – Click on reallocate (at the bottom of the page) – You will be redirected to another screen. – At this screen you can enter in a different account code, split codes, and notes to those specific transactions. – Once you are finished changing the account codes, click on save allocations . – Be sure to click on “print account activity” back on the transaction mgmt screen.
US Bank’s Account Activity Form You and your supervisor will need to sign and date this form.
Monthly Reporting Process- Deadline • All paperwork should be received buy the business office 5 business days after the statement closing date. You will receive an email from your Business Service Specialist letting you know when it is due. • There will be a five day grace period after the original due date. If the items are not received you will receive a final email reminder and a hold will be placed on the card until we receive the needed items for our records.
Receipt vs Charge Slip • Below is an example of a receipt and a charge slip. • It is required that you attach the itemized receipt along with the charge slip as the charge slip does not provide enough detail alone. • There will be times when you will have to request the receipt from the vendor.
US Bank Web Based Training • US Bank offers web based training (WBT) to all of its cardholders. – BENEFITS OF WBT: • Quick tutorials on how to navigate the Access Online webpage, viewing your statements, personal information, account profile, reports and many more. • Tutorials are always being updated for new capabilities and enhancements • We highly recommend using this feature if you plan on using any of the online capabilities.
Web Based Training • Recommended Lessons: – Viewing your Statement – Account Profile – My Personal Information – Transaction Management
Web Based Training • To access US Bank’s web based training go to https://wbt.access.usbank.com • Enter the password “varadero” at the “lesson login only” • The WBT passwords expire every 60 days, if you enter in a password and it is not accepted please contact your Business Services Specialist for the current password.
Enter the password here and press “Go!”
IMPORTANT INFORMATION • You are responsible for staying within your budget parameters. – Your monthly credit limit is not reflective of your budget – If sales tax is not charged by the merchant we may be required to remit sales tax to the state of WA • This amount will come out of your budget • For internet purchases – Print your confirmation page – this may be your only receipt • All paperwork is due five business days after the cycle end date. – The cycle end date is the 25 th of each month – this is pre-set by US Bank. Your statement will be ready for viewing on the 25 th as well. • Your statement and card will be sent directly to you at your work location. – If you don’t receive a new card when your current card expires, please let us know as soon as possible so we can order you a new card.
IMPORTANT INFO CONT… • You can purchase items for a co-worker – You can not hand over your card for the co-worker to use – You are responsible for all purchases made on your card • There is no impact on your personal credit – We do not use your social security number – We do not use your birth-date • If your position changes or you move to another dept/school – Let your Business Services Specialist know so we can update your address and default account code – You do not need a new card – the card follows you, not your position • If you lose your card – Call US Bank 1.800.344.5696 – Notify your Business Services Specialist so we can cancel the card immediately • If you notice fraud on your card, call US Bank right away and your Business Services Specialist. – US bank may call and/or email if there is fraud on your card, you will need to respond to them. You are the contact for your card. • Misuse of the card (including late filing) will result in loss of the card privileges
Quick Facts • • Contact Information: Activate Card: – 1.800.344.5696 – Kira Acker 435-6777 • Sign up for Email notifications of – Pam Heath 841.8708 statements – https://access.usbank.com – Julie Beckman 841.8623 – Organization short name = – Amie Tomlinson 841.8767 WASD • – Heidi Fraiser 841-8620 Web Based Training – https://wbt.access.usbank.com – Password = varadero
CE CERTIFICATE RTIFICATE OF F CO COMPLETI MPLETION ON This certifies that __________________ has completed the Puyallup School District’s Procurement Card training.
Recommend
More recommend
