P-Card In Class Training Presentation.suggestions.2 · P-Card Training Rev 10/2011 4715 0000 0000...
Transcript of P-Card In Class Training Presentation.suggestions.2 · P-Card Training Rev 10/2011 4715 0000 0000...
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P-Card Training
Rev 10/2011
4715 0000 0000 0000
01/11LIBERTY UNIVERSITYA1000 YOUR NAME
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Training Agenda
• Intro to P-Card: Common terms
• P-Card Website
• Using your P-Card
• RapidRecon Practical Exercise
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Common Terms
RapidRecon: The software system that allows a Cardholder to reconcile their P-Card transactions; the transaction “router” or liaison between VISA and Banner
Vendor Visa RapidRecon Banner
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Common Terms
Reconcile Matching a Visa transaction to an order or a trip containing the FOAPAL to which the transaction should post
Order Created when a Cardholder purchases goods/general commodities
Trip Created when a Cardholder goes on a trip or hosts guests of the University
Decline You try to use your P-Card and the vendor tells you it didn’t work.
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P-Card Website
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P-Card Website
How to get there:1. Search the Liberty University site for “P-Card”,
choose 2nd link2. Splash page → Finance & Administration →
“Purchasing Card (P-Card)” under “Purchasing”3. www.liberty.edu/purchasing → “P-Card Web
Page” link in left pane
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Using Your P-Card
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Travel?•Business/Professional Development•Team•Host Expenses
General?• Goods• Memberships
Create a Trip(TCxxxxxxx)
Reconcile P-Card transactions to Trip line items or per diem
line
Reconcile P-Card transactions to
the Order
Transactions approved in RapidRecon
Banner
Create an Order(PCxxxxxxx)
Trip vs. Order
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Trip or Order?
Flight for an incoming prospective staff member
Catering for a student event
Scantrons for a class
Laptops for new faculty
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Trip or Order?
Professional Licensure
Bus snacks for student athletes going to a tournament
Postage for documents sent to LU from a conference
Dinner with a host while away on LU business
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Travel Card
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Travel P-Card: Things to Know• Abide by all Travel & Entertainment policies and
procedures
• Sign the online “Travel & Entertainment Acknowledgement Letter” (on the Financial Planning and Budgeting website)
• Multiple people/per diem
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Trip Notes
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Before Travel• Create a Trip in Rapid Recon to determine per diem and
lodging thresholds
• Reconcile travel transactions as they appear in RapidRecon(e.g. airfare and hotel reservations)
• Ensure any department-specific approvals have been obtained
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During Travel• File receipts on a daily basis
• Report any travel changes to organizational leader immediately
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After Travel• Reconcile P-Card transactions incurred while ON the trip.
• Wait for transaction approval (‘A’ for Approved or ‘C’ for Costed as indicated on the Transaction Approval Report.
• Submit paperwork to Accounting (CN 1600)• Travel Expense Report (signed by traveler and approver)• Copy of Per Diem Calculator• Copies of Receipts• MapQuest/Google Map• Other documentation
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RapidRecon Practical Exercise
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General Card
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General Card: Things to Know• Staples (or any other office supply store)
• Sam’s
• PayPal/Amazon
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Order Notes
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After the Purchase• Create an Order in RapidRecon using your receipt
• Reconcile transaction
• Handwrite the Order number on the receipt.(PC#######)
• File applicable supporting documentation within your department
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RapidRecon Practical Exercise
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Questions?• Julie Slagle
• 592-3048• [email protected]
• Brittany Harris• 592-3346• [email protected]
• Purchasing• 592-3012• [email protected]