nse project end user training tcard reconciliation and processing lecture session notes october 2007...

NSE Project End User TrainingTcard Reconciliation and Processing Lecture Session Notes

October 2007

Version 2

2

Agenda / Contents• Business Process Overview Slide 3• Tcard Reconciliation: Slide 9

– Simple transaction– FBT applicable transactions– Splitting Lines

• Budget Checking Slide 21• Printing Statements Slide 22• Disputes Slide 24• Email messages Slide 27• Reconciliation and Checking Options Slide 28• Next steps Slide 32

3

Finance AP

Business Process OverviewLoad Statements into NS Finance

Validate transactions

Reconcile transactions

Budget Check transactions

At end of statement period:Print Statement

ReconcilerCardholder or nominated proxy

NS Finance Tcard Module

Transaction description in CommentsBusiness PurposeExpense Type – account code defaultsOther chartfieldsGST code – defaultsFBT calculation

Are these my

transactions?

If not, do I dispute the

transaction?

We’ll show you how to do these tasks!

All transactions must be:-Approved or Closed-Valid budget check-Valid combination edit

4

Cardholder

Manual Step

Business Process Overview

Attach receipts etc to statement

Check and Sign statement

At end of statement period:Print Statement

Do I need FBT Declarations or Travel Diaries?

Cheque for private use

Expenses in statement are correct

Expenses for UNSW business and within policy

Cheque attached for private use

All receipts and tax invoices attached

Travel diary where required

FBT declaration where required

5

Cardholder Supervisor

Manual Step

Business Process Overview

Y

Check statement and receipts

Sign statement

Approve? N

Send statement and receipts to Finance AP in special purpose blue envelope

Document reasons on statementIdentify transactions with issues

Take statement to your supervisor or manager

Cardholder

Manual Step

Take corrective action

This could include:Journal entry to correct codingRepayment of personal spend

6

Cardholder Supervisor

Manual Step

Business Process Overview

Check and file statements:Signed?Receipts?

Full compliance check of sample of statementsTax auditSignature verification

Finance AP

Send statement and receipts to Finance AP in special purpose blue envelope

Only send statements when fully reconciled and documented

If you cannot complete reconciliation advise aphelp@unsw.edu.au that you are holding the statement until complete

7

Due Dates

• Reconcile within 14 days of end of statement period

• Statements and receipts etc must be received by Finance AP within 21 days of end of statement period

• If not reconciled within 35 days of the end of the statement period the card will be suspended

• If you have a problem let aphelp@unsw.edu.au know

8

Business Process Overview

Y

Load Statements into NS Finance

Validate transactions

Reconcile transactions

Budget Check transactions

At end of statement period:Print Statement

Attach receipts etc to statement

Sign statement

Check statement and receipts

Sign statement

Approve?

Take corrective action

N

Send statement and receipts to Finance AP in special purpose blue envelope

Check and file statements

Full compliance check of sample of statements

Finance AP

ReconcilerCardholder or nominated proxy

NS Finance Tcard Module

Cardholder Supervisor

Manual

Cardholder

Manual

Transaction descriptionBusiness PurposeExpense Type – account code defaultsOther chartfieldsGST code – defaultsFBT calculation

Document reasons on statementIdentify transactions with issues

This could include:Journal entry to correct codingRepayment of personal spend

9

Tcard ReconciliationMenu Path:

Purchasing > Travel Card > Reconcile > Reconcile Statement

Hmm, the menu name

has changed

10

Tcard Reconciliation

Please ensure you select the cardholder to process by selecting the EmplID.

If you leave the employee blank you may find budget checking is very

slow.

11

Tcard Reconciliation

Hmm,these are

new

Hint: Click the check box for the line you want to reconcile

Work from left to right across page for each transaction

Look at this, the layout is

simpler

12

Business Purpose/Expense Type

1. Select the business purpose that best represents the transaction

2. Select the expense type

13

Line Comments

These are the same as before

Hint: the more detail you provide the better the information the system can provide

For disputed transactions:

Include the reason for the dispute in the Line Comments

14

Distribution

Account Code Defaults from Expense TypeWe can default other chartfields

Hint: 1. Use SpeedChart to enter Fund, Dept and Project2. Always check defaults and hit OK

15

GST

GST will default based on currency and Expense Type.

This transaction is in USD and FRAO has defaulted

Even though GST defaults check that the GST is correct for the transaction

16

FBT

FBT wizard will appear for all FBT applicable expense types.

This will do the calculation, but you still need the raw information about the transaction , ie be able to answer the questions

17

Splitting Lines

Split lines when transaction contains:

1. Multiple GST treatments such as a supermarket docket

2. Personal expenses as well as UNSW expenses

No need to split lines for multiple departments, funds or projects, split distribution instead

18

Splitting Distributions

• Split distribution when transaction is to be charged to more than one combination of chartfields

• Use + at end of line• Nominate number of lines to insert• FBT needs to be recalculated manually

if distribution needs to splitNote: all lines must have same GST

code

19

Splitting Distributions

1. Change amount or percent

2. Click + button

3. Select number of lines to insert

1 2

3

20

Splitting Distributions

4. Check amounts

5. Enter required chartfields

4 5

21

Budget Checking

Status must be verified or approvedBudget check single or multiple linesBudget check on save option

22

Printing StatementMenu Path:

Purchasing > Travel Card > Reports > Print Tcard Statement

Hint: Statements can be printed at any time.

They provide a good record of transactions

23

Printing Statement

1. Select cardholder2. Select billing date of statement to print

24

Disputes

25

Disputes

Remember to include reason for dispute on line comments

Transaction marked as disputed on statement

Finance AP will notify Westpac

26

Disputes

When a credit is received for a disputed transaction update the credit received checkbox on disputes page

Hint: to access closed transactions use Statement Status of Closed when searching for the statement

27

Email MessagesThe following emails may be issued after a certain number of days after the end of the statement period:

7 days: Reminder that transactions need to be reconciled

14 days: Reminder that reconciliation is now due

21 days: Reconciliation overdue

28 days: Suspension is now imminent – your manager gets this one!

35 days: Card suspended – your manager gets this one too!

Remember, if there is a problem with the reconciliation advise aphelp@unsw.edu.au that you are holding the statement. The 21, 28 and 35 day emails will not be sent and your card will not be suspended

28

Reconciliation & Checking Options

Option 1: Reconcile and Verify

Reconciliation by cardholder or proxy

Transaction checked and verified by second person

Option 2: Full Reconciliation

Reconciliation by cardholder or proxy

No checking prior to statement print

29

Reconciliation & Checking Options

Option 1: Reconcile and Verify

Staged

Reconcile transactions

Verified

Budget Check transactions

Verified

Valid

Check or verify transactions

Approved

Reconciler – cardholder or proxy Checker

To change to this option contact aphelp@unsw.edu.au

30

Reconciliation & Checking Options

Option 2: Full Reconciliation

Staged

Reconcile transactions Budget Check transactions

Approved

ValidApproved

Reconciler – cardholder or proxy

31

Sending Statements to Finance AP

• Use the blue envelope• If you cannot finalise a statement

please contact aphelp@unsw.edu.au or extension 53356 and they will record that you are holding the statement

32

Next Steps

• Undertake Tcard UPK course - now available

• Classroom courses now available if you feel you need more training

• NS Finance has now been updated • All card transactions will be processed

the new way• November statement is the first to be

sent to Finance (in early December)