University of Wisconsin System
SFS Business Process Guide
PCard Administrator
Pcard Administrator Guide Last updated on 1/11/2024 1
Table of Contents
Overview ....................................................................................................................................................... 3
Role of Procurement Card Administrator (PCard Admin) ............................................................................. 3
Add New PCard Holder/Reconciler (Lvl 1) to Approver Assignment Table .............................................. 3
Add PCard Approver (Lvl 3) and Reviewer (Lvl 2) to Approver Assignment Table ................................... 5
Add PCard Approver (Lvl 4) to Approver Assignment Table ..................................................................... 6
How is the PCard Holder Profile Created ...................................................................................................... 8
Correcting PCard Load Errors ........................................................................................................................ 8
Create/Modify PCard Holder Profile ............................................................................................................. 9
Add New Pcard Holder Profile ................................................................................................................ 10
Update/Add Default Distribution (Funding/Accounting Source) ........................................................... 11
Adding PCard Holder Proxies to a PCard Holder Profile ......................................................................... 12
Add Approver to PCard Holder Proxy – Temporary or Emergency Add ................................................. 12
Update/Add Card Nickname ................................................................................................................... 14
Appendix ..................................................................................................................................................... 15
Run Queries from Information Central Page and Query Manager/Viewer ............................................ 15
1) View PCard Transaction Status ................................................................................................... 16
2) Review the Prepaid and Regular Voucher Allocations ................................................................ 17
3) View Daily Prepaid vouchers that make up billing cycle statement ........................................... 18
4) View System Closed PCard Transactions .................................................................................... 18
5) Identify Invalid Chart Field(s) on System Closed PCard Transactions ......................................... 19
6) Lists Verified and Approved By ................................................................................................... 20
Create Reoccurrence PCard Voucher Build Run Control in SFQA and SFS ............................................. 20
Temporarily Add another user as an Approver or Reconciler on a PCard Holders Profile ..................... 22
Give PCard Admin Ability to Review All PCard Holder’s Transactions .................................................... 23
Re-Route Emails for PCard Transaction Reconciliation/Approval .......................................................... 23
Fiscal Year End ........................................................................................................................................ 26
PCard Roles ............................................................................................................................................. 26
Review Level 3 Data ................................................................................................................................ 27
Display Unmasked Card Number ............................................................................................................ 27
Add Reconcile Statement Page to Recent Places Icon, NavBar, My Favorites Icon and Homepage tile .... 29
University of Wisconsin System
SFS Business Process Guide
PCard Administrator
Pcard Administrator Guide Last updated on 1/11/2024 2
Add pages to Recent Places icon ............................................................................................................ 29
Add Pages to NavBar and My Favorites .................................................................................................. 30
Add Pages to Homepage tile ................................................................................................................... 33
Personalize Workcenter to Include PCard Page ......................................................................................... 34
What to Do When A PCard Holder Moves to Another Business Unit ......................................................... 36
How to Inactivate a PCard........................................................................................................................... 37
University of Wisconsin System
SFS Business Process Guide
PCard Administrator
Pcard Administrator Guide Last updated on 1/11/2024 3
Overview
The Procurement Module is a repository of PCard transactions and the corresponding support
documentation. The module facilitates the Reconciliation, Verification, and Approval of employee
assigned Procurement Card activity.
Role of Procurement Card Administrator (PCard Admin)
The PCard Admin is responsible for the daily management, administration, customer support,
improvement, enforcement, and organizational effectiveness of the PCard program. The PCard Admin
maintains and facilitates the creation of PCard Holder profiles and maintains/updates the Approver
Assignment tables in the SFS PCard Module.
The Approver Assignment tables sync with each card profile daily, via an overnight dynamic security job.
Below are the tables requiring updates and maintenance.
Although maintenance will be completed in SFS and the PCard Holders will do reconciliation in SFS, the
setup/maintenance currently being done by the PCard Admin in Access Online will continue.
Description
Approver Profile
Reconciler
Level 1 approval (Lvl 1)
Reviewer
Level 2 approval (Lvl 2)
Approver
Level 3 approval (Lvl 3)
Manual Added
Approvers
Level 4 approval (Lvl 4)
Add New PCard Holder/Reconciler (Lvl 1) to Approver Assignment Table
When an employee requests a PCard, it is the responsibility of the PCard Admin to add the NEW card
holder to the SFS Level 1 Approver Assignment Table. This step should be completed at the same time
the credit card request is submitted to US Bank and the profile is created in Access Online. Failure to
add a New PCard Holder to the Level 1 table, will prevent the PCard holder from reconciling their
transactions. Pcard Admin will be required to add the Pcard Holder proxy later when creating the
profile.
Steps to adding PCard Holder to the Level 1 Assignment Approver Table in SFS
1) Navigate to the UW Workflw Approver Assignment Page
Navigator: Enterprise Component > Approvals > Approvals >UW User List Setup
2) Enter Search Criteria
a. Select Process ID = UWPCard
b. Select Business Unit = 5-digit business unit, i.e. UWMSN
3) Click Search
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SFS Business Process Guide
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4) Select Level 1
5) Enter PCard Holder Employee ID
6) Click Save at the bottom of the Screen
After the New PCard holder is added to the Level 1 Assignment Approver table, an overnight dynamic
security job will run, giving them the Reconciler Proxy role. This role allows the PCard holder to
reconcile transactions on their card, after the profile is created.
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Adding Additional Reconcilers
If there is a need to add an additional Reconciler on a Profile, add them to the Level 1 Assignment table
and manually add them to the PCard Holder’s Proxy. See the Adding PCard Holder Proxies to a PCard
Holder Profile section of this document for more details.
The additional reconciler will not receive any email notifications. If the additional reconciler is tasked to
reconcile the PCard transactions, the PCard Holder will have to manually notify them.
Add PCard Approver (Lvl 3) and Reviewer (Lvl 2) to Approver Assignment Table
Each PCard on a PCard Holder’s profile must have at least 1 Approver Proxy. These are the individuals
responsible for “Approving” PCard transactions. The Level 3 Approvers are assigned per department
and automatically sync when the Proxy sync is run. It is the responsibility of the PCard Admin to make
these assignments via the Approver Assignment tables.
The PCard Admin can also assign Reviewers to a PCard Holders proxy. The steps to add an Approver
and/or Reviewer are the same and are listed below.
1) Navigate to the UW Workflow Approver Assignment Page
Navigator: Enterprise Component > Approvals > Approvals >UW User List Setup
2) Enter Search Criteria
a. Select Process ID = UWPCard
b. Select Business Unit = 5-digit business unit, i.e. UWMSN
c. Select Approver Profile = Level 3 approval or Level 2 approval
3) Click Search
4) Enter Employee ID of Approver or Reviewer
5) Enter Department
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a. If one department, enter department in both the From and To fields
b. If a department range, enter From and To of the desired department range
c. Use the “+” to enter multiple departments and/or ranges
6) Click Save after entering data
The department Approvers and/or Reviewers roles will appear and be available on the PCard
Holder’s profile, after the overnight dynamic security job is completed.
See Appendix on PCard Roles for more information on the Approver and Reviewer roles.
Add PCard Approver (Lvl 4) to Approver Assignment Table
The level 4 table gives the Approver role to an Approver without syncing them to a specific department
or department range. Approvers added to the Level 4 table by the PCard Admin can be manually added
to a Cardholder profile and will not be removed via the overnight proxy sync. If Approvers are added to
both level 3 and 4 tables, the level 4 status will override level 3.
The Level 4 table gives the campus the flexibility to manage approval restrictions. Below are the
instructions to add individuals to the Level 4 table.
1) Navigate to the UW Workflow Approver Assignment Page
Navigator: Enterprise Component > Approvals > Approvals > UW User List Setup
2) Enter Search Criteria
a. Select Process ID = UWPCard
b. Select Business Unit = 5-digit business unit, i.e. UWMSN
c. Select Approver Profile = Level 4 approval
3) Click Search
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4) If you do not see Lvl 4– click on Add a New Value
5) Enter the Selection
a. Select Process ID ‘UWPCard’
b. Select Business Unit – i.e. ‘UWMSN’
c. Select Approver Profile ‘Level 4 approval’
d. Click on Add
6) Enter User ID and Save
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After an individual is added to the Level 4 table, they can be manually added as an Approver Proxy to
the selected Card Profile(s) after the overnight dynamic security job is run.
How is the PCard Holder Profile Created
The PCard Holder profile is created when transactions from the new card holder are uploaded into SFS.
The pcard holder can reconcile transactions on the new card if they have been added to the Level 1
Assignment table by the PCard Admin.
Please note, once the PCard Holder profile is created, changes from Access Online will not override what
is in SFS. If changes are needed, the PCard Administrator will have to make the changes in SFS.
Correcting PCard Load Errors
If there are errors, the PCard Administrator will receive an email notification with a list of Unique ID’s
that did not load. Errors impede the load process FOR ALL CAMPUSES ON PCARD, thus it is imperative
for the PCard Admin to address them immediately. Correcting errors should be a high priority for the
PCard Admin.
Errors occur when a match cannot be found in SFS, due to duplicated/abbreviated names or missing
EMPL ID’s in Access Online.
Steps to Correct Load Errors
1) Receive Email from SFS. Email will arrive early AM.
2) Verified User exist on Level 1 table. If they do not exist, they will need to be added to the level 1
table to receive the Reconciler role the next day.
3) Manually create one PCard Holder profile for each Unique ID on error report.
a. The unique id may be listed several times, due to multiple transactions. Only one profile
should be created.
b. There may be instances where you may have to add more than 1 card to a profile.
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4) Add valid default chartfield distribution/funding string to card profile.
5) Add PCard Holder as Reconciler on PCard Holder Profile Proxy. If they do not appear with a role
because they did not exist on level 1, you will need to come back the next day to add the proxy.
6) Verify Approver assigned to department in PCard Holder’s default profile is listed on the Level 3
Approver Assignment table
a. The overnight dynamic security jobs will add them to the created PCard Holder profile.
7) Email UW Shared Services contact after the above steps are completed.
Create/Modify PCard Holder Profile
The PCard Admin may be required to manually create a PCard Holder Profile due to load errors. In
addition, the PCard Admin may need to make modifications on existing card profiles. The below steps
provide instructions on creating/modifying PCard Holder profiles.
1) Navigate to the Cardholder Profile Page
Navigation: Purchasing > Procurement Cards > Definitions > Cardholder Profile
2) Enter Employee ID and click Search.
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Add New Pcard Holder Profile
3) Click on Card Data tab
4) Enter Business Unit and Card Issuer, i.e. UWMSN
5) Enter Unique Account ID in Card Number Field
a. Do not enter the actual Credit Card Number
6) Enter Expiration Date (Expiry Date). Any future date can be entered. The date is not
transactional.
7) Date Issued is not a required input. This is an information only field.
8) Click on Additional Information tab
9) Click on Proxies link and add Reconciler/Approver proxy as needed
10) Click on the Default Distrib link and add the Default funding string
11) Click Save at the bottom of the page
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Update/Add Default Distribution (Funding/Accounting Source)
The default distribution is populated by the initial transaction used to create the Card Holder profile.
The PCard Admin will access this link to create a new pcard holder profile, due to load errors, or to
modify the default distribution on an existing profile. Below are the steps to add/update the default
distribution.
The PCard Transactions will route for approval per the department in the default profile. Each
department is assigned an approver per the Level 3 Approval Assignment table. If during the reallocation
process, the PCard Holder changes the department on the transaction(s), the transaction will still route
to the approver, per the PCard Holder’s default profile.
1. Click on the Additional Information Tab
2. Click on the Default Distrib link
3. Update the distribution/funding source for each card.
4. Click Ok
5. Click Save
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Adding PCard Holder Proxies to a PCard Holder Profile
The Reconciler Proxy is added during the load process if the PCard Holder was added to the Level 1
Assignment Approval table and the overnight dynamic security job was completed. In addition, the
Approver and Reviewer proxies are automatically added to a PCard Holder’s profile after the PCard
Admin adds them to the Assignment Approver tables and again, the overnight dynamic security job is
completed.
Manual Proxy updates may be required for temporary or emergency fixes. Below are the steps to make
manual proxy assignment updates.
Add Approver to PCard Holder Proxy – Temporary or Emergency Add
The PCard Admin can temporarily add an Approver and/or Reviewer to a PCard Holder’s proxy for a
quick turnaround. The Approvers and/or Reviewers they add must already be listed on the Assignment
Approver table under another department. In other words, they must already have the Approver and/or
Reviewer role.
This is not a permanent solution. The Approver/Assignment tables will still need to be updated if the
proxy assignments need to be permanent.
Steps to Adding a Proxy Assignment to a PCard Holder’s Profile
Navigation: Purchasing > Procurement Cards > Definitions > Cardholder Profile
1. Click on the Additional Information Tab
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2. Click on the Proxies Link
3. Enter User ID or use search to find user. Once Empl ID is populated, the proxy roles available for
that user, will appear in the drop down. Note: User will need to be on the Reconciler (Level 1),
Reviewer (Level 2), Approver (Level 3), or Approver with Approver Exceptions (Level 4) tables
before they can be selected as a Proxy. If they are not on the required table, their name will not
appear in the drop down.
4. Select the Role and Click Ok
5. Click Save
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Update/Add Card Nickname
Card Nickname is an optional card identifier field. It is especially helpful for PCard Holders with multiple
pcards. The PCard Admin has the security to update this field from the Pcard Holder Profile page.
Updates to this field flow to the Reconcile Statement page when transactions from that card are
uploaded into SFS.
The PCard Holder can also update this field, but only from the Reconcile Statement Page. Below are the
instructions on updating the Card Nickname field in the PCard Holder profile.
1. Click on the Additional Information Tab
2. Click on the Card Nickname link
3. Add/Update Description Field
4. Click Ok
5. Click Save
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Appendix
Run Queries from Information Central Page and Query Manager/Viewer
See the Information Central Page – PCard business process guide document for more detailed
instructions.
1. The Information Central – PCard page can be accessed via the Nav Bar, Favorites, WorkCenter or
through navigation.
Navigator: Purchasing > Procurement Cards > Information Central - PCard
2. Click Search
3. The below will display. Each Row Number represents a Query Group.
4. Click Number to Access Queries in a Group.
5. Click Row Number to display queries in Group. Below is Group 1.
Row Number Group 1 Queries
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- Read the description to determine what query to run and how to run the query
- Click Details Link to Run Query.
Queries can also be run from the Query Manger or Query Viewer
Navigator: Reporting Tools > Query > Query Manager or Query Viewer
1) View PCard Transaction Status
The below queries provide output on the status of all PCard transactions per selected criteria.
Output includes Prepaid Ref and Company ID.
Query Name: PCARD_TRANSACTION_STATUS_ALL
OR
Query Name: PCARD_TRANS_STATUS_BY_DATE
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2) Review the Prepaid and Regular Voucher Allocations
This query can also be used to verify the Prepaid Voucher(s) have run through Pay Cycle. Prepaid
Voucher(s) must run thru paycycle and payment post before Regular Vouchers can be created.
Query name: PCARD_PREPAID_AND_REG_VCHR
In this example, all prepaids have gone through the OSHDLY Paycycle. If the Pay Cycle column is
blank, the Prepaid has not gone through a Pay Cycle. Work with AP staff to run the Prepaid
through Pay Cycle and Payment Post.
The first box represents Prepaid Ref 2020113001 for $11,470.94. Two Regular vouchers were
applied to the Prepaid in Full.
The second box represents Prepaid Ref 2020120201 for $10,504.590. So far 4 Regular vouchers
have been applied against the Prepaid. The remaining amount to be cleared out by regular
voucher creation, is $8,123.24.
Regular vouchers are created after the pcard transactions are verified, reconciled, and
approved.
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The query references the below tables.
VCHR_PPAY_XREF
VOUCHER - AP Voucher Header Table
3) View Daily Prepaid vouchers that make up billing cycle statement
Use billing cycle calendar to select daily Prepaid Vouchers that make up total on billing cycle
statement. Enter the date range for prepaid vouchers within the billing cycle date. Please
note the posted date is the billing date of each prepaid voucher.
Query Name: PCARD_PREPAID_VCHRS_BY_INVDT
4) View System Closed PCard Transactions
Query Name: PCARD_SYSTEM_CLOSED
Run the above query to view PCard Transactions that were closed by the System. System closed
transactions may not have a business purpose or attachment if the transactions were not
reconciled. In some instances, the transactions may have been reconciled, but were never approved.
All System Closed transactions will post to the ledger. The exception is transactions with invalid
chartfields. The query output will indicate which transactions did not post.
The below represents “System Closed” UWOSH PCard transactions. The highlighted columns provide
the transaction chartfield status. Action will be required if the transactions did not post.
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The Redistrib column indicates if the transaction was reallocated. An “N” in the Redistrib column
could mean one of the below:
- the pcard transaction did not require reallocation, was submitted for approval, and was not
approved
Or
- the pcard transaction was not verified/reallocated and submitted for approval
System Closed pcard transactions still require a business purpose and attachments (i.e. receipts).
For audit purposes, a document confirming the review and approval of the transaction may also
need to be attached to the transaction. Cost transfers may be required if the default funding
string on the pcard holder’s profile is not the appropriate funding source. It is a benefit to all
involved to have all PCard transactions approved within 30 days of the posted date.
5) Identify Invalid Chart Field(s) on System Closed PCard Transactions
If a pcard transaction has an invalid chart field, the voucher will not be Postable and the expenses
will not appear in WISER. Run the below Query to identify PCard Voucher Lines with Invalid Chart
Fields. Make this a reoccurring daily email.
Query Name: PCARD_INVALID_INVOICE_CHTF
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Once the invalid chartfields are identified, contact your AP Staff and have them navigate to the
Voucher Regular entry page to correct the invalid chart fields. The Voucher ID and Voucher Line are
in the query output.
Once AP verifies the corrected voucher(s) have been budget checked and posted, rerun the query to
make sure the chart fields do not appear. The corrected posted voucher(s) are now eligible to be
picked up in the overnight journal generate batch process.
Navigate to the pcard holder’s profile and update the default chartfield to a
valid funding.
6) Lists Verified and Approved By
List who verified and approved transaction and time of action.
Query Name: PCARD_VERIFIED_AND_APPROVED_BY
Create Reoccurrence PCard Voucher Build Run Control in SFQA and SFS
Pcard Admin or one AP user from the campus will need to set up a PCard Voucher Build Run Control
reoccurrence under their user id. This individual’s Set ID should never change. For example, some end
users switch from UWXX to BRXX to process Bursar transactions. The individual creating the
reoccurrence cannot ever change their SetID.
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This reoccurrence run control will build all campus PCard Prepaid and Regular Vouchers. Once the
reoccurrence is created, no more maintenance will be required, unless there is a personnel change.
1. Navigate to the Voucher Build
Navigator: Accounts Payable > Batch Processes > Vouchers > Voucher Build
2. Click on Add a New Value and enter a Run Control ID
3. Fill in the Voucher build page per the below screen shot.
7. Click Save
8. Click Run
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9. The Process Scheduler Request message box will appear.
10. Select the Server Name PSUNX and Recurrence time for Daily_5:20. The run time is 5:20
PM daily.
11. Click Ok after selecting Server Name and Recurrence
12. Green Circle arrow will now be displayed for Process Name AP_VCHRBLD. The Run
Status will be Queued.
13. Reoccurrence Created. No additional maintenance will be required unless there is a
personnel change.
Temporarily Add another user as an Approver or Reconciler on a PCard Holders Profile
Occasionally another user may have the need to temporarily reconcile or approve pcard transaction(s).
Navigate to the PCard Holder’s Cardholder profile page and select Approver or Reconciler from the
dropdown menu. Anyone can be added as a Reconciler, but only existing Approvers can be added as an
approver to another cardholder profile. These fixes are temporary. Updates to the Level 1 and 3 tables
will be needed to make them permanent.
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Give PCard Admin Ability to Review All PCard Holder’s Transactions
The PCard Holder can view all pcard transaction by adding themselves as a L2 Reviewer for department
range 000000 to 999999. The range will vary per BU. Again, adding a user to the Level 2 Reviewer
profile will only provide view only access. If transactions need to be completed, the PCard Admin will
have to go to the card holder profile proxy page and give themselves the PCard Administrator proxy
role.
1) Navigate to the UW Workflw Approver Assignment Page
Navigator: Enterprise Component > Approvals > Approvals >UW User List Setup
2) Enter Search Criteria
a. Select Process ID = UWPCard
b. Select Business Unit = 5-digit business unit, i.e. UWMSN
c. Select Approver Profile = Level 2 approval
Click Search
Re-Route Emails for PCard Transaction Reconciliation/Approval
The PCard Holders and Approvers may have the need to re-route email notifications and have another
individual pcard holder/reconciler or approve their transactions. One option to reroute emails, is to
create a rule in your Email Account. See the below.
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Another option is to re-route emails via the My System Profile. Below are the steps to re-route emails
for Reconciliation or Approval using the My System Profile page.
1. Have the PCard Holder or Approver navigate to the My System Profile page in SFS to re-route
email notifications. The PCard Holder or Approver will need to enter the Alternate User
Employee ID and the From and To Date.
Navigation: Navigator > My System Profile
2. After the PCard Holder or Approver makes the above update, navigate to the PCard Holder’s
profile, and add the Reconciler or Approver to the PCard Holder’s Proxy, by clicking the Proxies
link.
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3. Click “+” to add an additional Reconciler or Approver. Enter the Employee ID in the User ID field
and use the drop down to select the role.
Please note, if an approver is not already an Approver on another department, they cannot be
added. All users in SFS can be added as a Reconciler.
After all the updates are completed, click OK.
4. Once the original Reconcilers and Approvers return to the office, remove the added individuals
from the PCard Holder’s profile.
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Fiscal Year End
Processes may need to be run manually at year-end to ensure all pcard transactions are closed within a
fiscal year.
Use the billing cycle calendar to determine the last day transactions for the current fiscal year can be
uploaded into SFS.
AP vouchers should be done by June 30
th
. Therefore, all Pcard Transaction should be Verified and
Approved by the Prior day of 29
th
. Work with the campus to coordinate cut off time. It is strongly
recommended campuses stop reconciling by 2 PM.
SFS will mass voucher everything that is Approved and everything that is NOT Approved. Campus will
need to do cost transfer journals to fix Pcard transactions that were not redistributed to the appropriate
funding string.
The below sections provide instructions on manually running the required procurement card module
processes to meet year-end deadlines.
PCard Roles
PCard Reconciler (UW_UNV_PCARD_Reconciler)
**DYNAMIC ROLE – AUTOMATICALLY ASSIGNED**
Employee whose name appears on an individual PCard. The PCard Reconciler is responsible for
reconciling and submitting for approval, their individual PCard transactions. The Reconciler is
responsible for updating chart field funding (distribution), adding attachments, and adding a business
purpose to each transaction, before submitting for approval.
PCard Approver (UW_UNV_PCARD_Approver)
**DYNAMIC ROLE – AUTOMATICALLY ASSIGNED**
Site manager/employee responsible for reviewing and approving PCard transactions. Approvers are
assigned via the proxy link on each Reconciler’s card profile. Approvers will only have access to approve
transactions assigned to them, via the cardholder’s proxy. Approvers can modify the distribution and the
business purpose and add attachments and comments to PCard transactions.
PCard Reviewer (UW_UNV_PCARD_Reviewer)
**DYNAMIC ROLE – AUTOMATICALLY ASSIGNED**
This role will allow limited view only access to Pcard transactions. This role is typically reserved for audit
purposes. Reviewers are assigned via the proxy link on each Reconciler’s card profile.
PCard BU Admin (UW_UNV_PCARD_Administrator)
**Security Form Required**
This role allows the user to set up new PCard Holder profiles.
PCard Central Admin (UW_UNV_PCARD_Central_Admin)
**Security Form Required**
This role allows the user to load Pcard files into SFS.
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Review Level 3 Data
Some merchants will include Level 3 data with pcard transactions. The column with this data, will be
visible only if the transaction(s) displayed on the page have Level 3 data. If none of the transactions
have Level 3 data, the below column will not appear.
The column with the Level 3 data will be to the right of the Chartfield Status column. To view Level 3
data, click the below icon.
Display Unmasked Card Number
1. Enter Employee ID
2. Click on Card Data Tab
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3. The Card Number (Unique Account ID) will default and only show the last 4-digit. Check the
Display Unmasked Card Number box to see the full Unique Account ID.
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Add Reconcile Statement Page to Recent Places Icon, NavBar, My
Favorites Icon and Homepage tile
The Reconcile Statement page is accessed by clicking the link in the Reconcile Transaction Email
Notification. The PCard holder can also use manual navigation to access this page.
Navigator: Purchasing > Procurement Cards > Reconcile > Reconcile Statement
The below can be used in lieu of manual navigation.
- Recent Places Icon
- Add page to NavBar
- Add page to My Favorites Icon
- Add page to Homepage
Add pages to Recent Places icon
When a user navigates to a page in SFS, the page will be in the Recent Places icon. If SFS activity is
minimal, the recently navigated to page will always be in the Recent Places icon. To see the
Reconcile Statement page in Recent Places complete the below steps.
1. Navigate to the Reconcile Statement Page.
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Navigator: Purchasing > Procurement Cards > Reconcile > Reconcile Statement
2. The next time you log into SFS, the Reconcile Statement page will be in your Recent Places icon
3. Click and click Recent Places Icon. Reconcile Statement Page will appear.
Add Pages to NavBar and My Favorites
The other option to easily access the Reconcile Statement Page is to add it to either the NavBar or
My Favorites Icons.
Steps to Adding to NavBar or My Favorites Icon
1) Log into SFS
2) Click NavBar
3) Click Navigator and navigate to Reconcile Statement page
Navigator: Purchasing > Procurement Cards > Reconcile > Reconcile Statement
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4) Page will appear
5) Click the Action Menu and select either “Add To NavBar” or “Add To Favorites”
6) One of the below messages will appear. Confirm or modify Tile Label and click Add.
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7) NavBar additions will appear in the NavBar after clicking the NavBar icon. The Reconcile
Statement page can now be accessed directly from the NavBar without navigation.
8) My Favorite additions will be listed after clicking the My Favorites Icon. The My Favorite
icon will appear after clicking the NavBar Icon.
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Add Pages to Homepage tile
Navigator: Purchasing > Procurement Cards > Reconcile > Reconcile Statement
Click on the three dots – Select Add To Homepage
Click on Homepage from the popup window.
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Click on the Homepage icon and confirm the Reconcile Statement page tile is now there.
Personalize Workcenter to Include PCard Page
Use the Personalize function to create a Procurement Card Section on a workcenter. Add the needed
pcard pages. Another option to access Pcard pages without navigation, is to add them to your NavBar or
My Favorites. See next section.
Select the WorkCenter you mostly use.
1. Click on the three dots under the Links section
2. Select Personalize
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3. Click on the Plus sign to add another Group
4. Label the Group
5. Display order enter number 1. You will need to view all and change the other group that is
currently label as number 1 to a different number so that your group shows up at the top.
6. Click on Define for each row and navigate to the page. Add them to your group.
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What to Do When A PCard Holder Moves to Another Business Unit
- Deactivate PCard Holder’s USBank card when they move to another business unit.
- Run the below query to see status of all the transactions for the individual and work with the
employee to get these transactions reconciled, verified, and submitted for approval.
PCARD_TRANS_STATUS_BY_DATE
- After it is confirmed, no additional charges are anticipated, the PCard Admin should complete
the following below:
o Verify all PCard transactions for PCard holder are closed
o If necessary, add yourself as a proxy on the PCard admin profile.
▪ The PCard Admin role will allow you to reconcile and approve transactions
o remove PCard Holder from the Level 1 and Level 3 tables approver tables
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How to Inactivate a PCard
1. Reach out to US Bank to cancel the desired PCard
2. Confirm from US Bank that the card has been deactivated
3. Reconcile and Close all transactions for the PCard
4. Navigate in SFS to the PCard holder’s user profile
5. Check the Inactive box next to the desired PCard to inactivate the PCard
