P-Cards

Overview:

P-Card Manual
P-Card Request and Maintenance
Approving P-cards in Munis
Cardholder- Reporting Companion Guide
Cardholder - View Print Statements
P-Card FAQ
P-Card Statements Updating

P-Card ManualSee More

P-Card Manual

Download full PDF version of the P-Card Manual here.

P-Card Request and MaintenanceSee More

P-Card Request and Maintenance

Overview:

MSBSD Website > Employee Quick Links > Service Request > Business Service category > P-Card Request > Click "Request Service" button on the top right.
The online form can be used to request:
- New P-Card
- Limit Changes
- Name Changes
- Closing P-Card Accounts
- Reactivating P-Card Accounts
- Changing P-Card Holder’s position and/or location
Completion of the online form should be made by the P-Card holder’s direct supervisor.

Instructions:

Navigate to the MSBSD website, Employee Quick Links (http://www.matsuk12.us/eql) and click “Service Request” to be redirected to the TeamDynamix portal. Sign in using your Active Directory credentials.
Select the MSBSD Service Ticket button (or Services from the menu at the top), then choose the Business Service category and find P-Card in the list of Services.
Click the Request Service button on the top right of the Service Page and complete the form.
NOTE: The employee’s ID number and date of birth are required when requesting new P-Cards. Click “Request” when the form is completed.
The Form will be automatically routed to the Accounting Department for review and processing. The Account Department will notify the site Admin. Secretary and P-Card Holder via the Service Request when the request is complete.

Approving P-cards in MunisSee More

Approving P-cards in Munis

Overview:

MUNIS > Dashboard > Workflow Approvals Tile
Transactions that are pending approval appear in the Site Administrator’s MUNIS Workflow as type “APC”. Approve transactions by the 15th of each month.
MUNIS workflow refreshes every 30 minutes. Approved items may appear in the workflow after they have been approved. Click the refresh icon, located in the bottom right-hand corner of the workflow, to see which items are still pending approval.
MUNIS and TCM work best in Internet Explorer.

Instructions:

Open MUNIS. Workflow tiles appears on the MUNIS dashboard (circled below).
Click “Approvals”.
From the “Approvals” pop-up, select a P-Card Transactions, labeled “APC”.
Click on the blue APC pending approval link.
The P-Card Statement Screen opens. Click “Transactions” in the icon menu bar to review the transactions within the statement. Or type the letter "t" for faster access.
For each transaction, review the Charge Description, Account Code, and Receipt (via TCM, the paperclip icon; if prompted, select the “Purchase Card Transaction” attachment type). Use the arrows at the bottom of the screen to click through each transaction on the statement.
TIP: It is faster to view transaction details in one screen and corresponding TCM attachments in another. To create two Internet browser windows, open TCM. Left-click on the tab in which it opens and, while holding the mouse button down, drag the window to the right to create the new window.

After reviewing all transactions, click BACK to view the P-Card Statement.
Click “Approve” or “Reject” at the bottom of the P-Card Statements screen. You are prompted to add a comment. Click ACCEPT to save the approval.
Alternatively, approve or reject transactions from the Workflow Approvals tile.

Cardholder- Reporting Companion GuideSee More

Cardholder- Reporting Companion Guide

Overview:

Download PDF version at bottom right.

Cardholder - View Print StatementsSee More

Cardholder - View Print Statements

Overview:

Download PDF version at bottom right.

P-Card FAQSee More

P-Card FAQ

Overview:

MUNIS Dashboard > P-Card Statements
P-Card transactions are uploaded to MUNIS daily.
The answers to several FAQs can be found here.

FAQs:

How do I allocate a P-Card expense to multiple account codes?

When you update the account code on a transaction, tab to the amount column and update that as well. Then tab to the next line, add a second account code, and verify that the remaining amount transferred correctly.

I have more than one MUNIS P-Card statement for a P-Card holder, why?

You will have statements from prior months show up if you are doing an open ended search. Try this:
- Search by Statement ID:
- 122014 - December 5^th Statement and Transactions
- 012015 - January 5^th Statement and Transactions

All of my TCM Transaction receipt titles show up on the left of the TCM window, not just the receipt I selected.

That is correct. The program does this to be helpful for quick searches. When clicking on the TCM title, the receipt information will show up on the right. Select the appropriate receipt.
It is important that each receipt is scanned and attached by clicking on each individual transaction, as MUNIS does assign unique transaction ID numbers and search information to each TCM Transaction receipt.

I made a purchase yesterday, but it is not showing up in MUNIS.

Most credit card payments do not show up in Bank of Montreal for a few days. We pull transactions into MUNIS daily, importing the transactions that posted in Bank of Montreal the day before.

What if I accidently release a statement before I have reconciled it against the Bank of Montreal printed statement?

Are all transactions for the billing cycle included? If so, ask your principal not approve the statement, keeping it in “released” status. As long as it is in release status, you can still update the MUNIS statement. Update account codes, TCM Transaction Receipt, and descriptions. Attach the Bank of Montreal printed statement to TCM. Your principal can now approve.
If the statement is released before the end of the billing cycle, follow #1 (except that you won’t have the printed statement yet). Releasing MUNIS P-Card statements before all transactions have been imported for the billing cycle will result in MUNIS creating two MUNIS Statements for that billing cycle. Attach the Bank of Montreal printed statement to both MUNIS Statements for the card holder. Both MUNIS Statements should equal the Bank of Montreal printed statement total. Call Accounting with questions.

How can I ensure that I correctly attached the Bank of Montreal printed statement to the MUNIS TCM Statement window for a P-Card holder?

Click on the TCM camera icon in the header statement window. The title of the image should be under the heading “Purchase Card Statement”.

Where do I find the that report that shows me how I allocated to a specific code, like Student Activities?

Click on Search, define statement ID for billing cycle (122014 for Dec 5^th statement)
Click on the PDF Report button.
GL Account totals are by P-Card holder.

P-Card Statements UpdatingSee More

P-Card Statements Updating

Overview:

MUNIS > Dashboard > P-Card Statements
Admin Secretaries or designee should update P-Card transaction information at least weekly.
Do not release the statements until the entire billing cycle is complete.

This table lists the source codes and products in which each was created.

Open Purchase Card Statements and click SEARCH.
From the “Status” drop-down menu, select NEW. Click ACCEPT. NOTE: You may also search by “Code” – enter the month and year (ex: 122016) to view transactions for that month’s P-Card statement.
P-Card Statements will load. Use the arrows at the bottom of the screen or click “BROWSE” to find a specific record.
Update Transaction details on each statement. Select a transaction by double-clicking on the transaction line, selecting the line and clicking ACCEPT or by clicking TRANSACTIONS in the icon menu bar.
For each Transaction:
1. Click UPDATE
2. Add a Charge Description. NOTE: This should not be generic (“TEACHING SUPPLIES”). Rather, describe the item purchased (“COLORED PENCILS FOR CLASSROOM”).
3. Verify the account code. Purchases must be charged to the correct account code. You may split a transaction between multiple account codes, if necessary.
4. Click ACCEPT or press ENTER on your keyboard.
5. Click ATTACH (TCM) to add receipts / documentation to the Transaction. When prompted, select to add a “Purchase Card Transaction” document type.
After you've come back from uploading in TCM, use the arrows at the bottom of the screen to click to the next Transaction.
After P-Card Statements have been made available from the Bank of Montreal, download and attach them to the P-Card Statements in MUNIS via TCM. When prompted, select to add a “Purchase Card Statement” document type.
Click RELEASE to send each P-Card Statement into the workflow for approval. The Statement status will change from NEW to RELEASED.
Statements must be approved by site supervisors or designee by the 15^th of each month.

Lunch and Learn LinkSee More

Lunch and Learn Link

Lunch & Learn Series

If you have further issues not identified above then click the Request Service button below to work with a technician. Choose "MUNIS" in the Other Software dropdown.

Request Service: Other Software Issues

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P-Cards

Overview:

P-Card ManualSee More

P-Card Manual

P-Card Request and MaintenanceSee More

P-Card Request and Maintenance

Overview:

Instructions:

Approving P-cards in MunisSee More

Approving P-cards in Munis

Overview:

Instructions:

Cardholder- Reporting Companion GuideSee More

Cardholder- Reporting Companion Guide

Overview:

Cardholder - View Print StatementsSee More

Cardholder - View Print Statements

Overview:

P-Card FAQSee More

P-Card FAQ

Overview:

FAQs:

P-Card Statements UpdatingSee More

P-Card Statements Updating

Overview:

This table lists the source codes and products in which each was created.

Lunch and Learn LinkSee More

Lunch and Learn Link

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