HomeMy WebLinkAboutFS 2011-08-11 Item 2B - Resolution - Procurement Card (PCard) ProcessCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Craig Zellerhoff, Fiscal Coordinator Payroll and Accounts Payable
DATE: November 1, 2011
SUBJECT: A Resolution adopting a Procurement Card (PCard) Program
ISSUE
The State Auditor's Office reviewed the City of Tukwila's PCard Program during the 2010 CAFR
Audit and found all aspects of the program to be in place with the exception of Council approval
pursuant to RCW 43.09.2855.
RCW 43.09.2855 states "The legislative body (Council) shall adopt a system for:
The distribution of the credit cards;
The authorization and control of the use of credit card funds;
The credit limits available on the credit cards;
Payment of the bills; and
Any other rule necessary to implement or administer the system under this section
BACKGROUND
The PCard Program was implemented City wide in September 2010. At the time of
implementation the City of Tukwila was already using credit cards for payment of certain
purchases by selected individuals. Due to the PCard's being similar in nature to credit cards, the
Finance Department didn't feel the need to submit for approval from the Council.
DISCUSSION
The PCard program has been well received by City of Tukwila employees and vendors. It has
streamlined the purchasing process, reduced purchase orders and the use of petty cash. As a
result, the Finance Department was able to reduce the Accounts Payable processing by two Full
Time Equivalent (FTE) positions. The PCard now makes up 70% of City purchases, virtually
eliminating the small dollar transactions from being processed by Purchase Order.
Purchasing Card Benchmark Survey results estimate a purchase made by a traditional
Purchase Order cost on average $89 per transaction. With the use of PCard's the transaction
cost is reduced to $19 or a savings of $70 per transaction. In addition the City has received
rebates totaling $47,464.11 for the period of September 2010 June 2011. We expect an
estimated rebate in the amount of $11,000 for the period of July 2011 September 2012.
RECOMMENDATION
The Council is being asked to consider this item at the November 14, 2011 Committee of the
Whole meeting and subsequent November 21, 2011 Regular meeting.
ATTACHMENTS
-Draft Resolution, with Attachment A
-2011 Purchasing Statistics September 2011
5
x
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, APPROVING AND ADOPTING A
PROCUREMENT CARD (PCARD) PROGRAM.
WHEREAS, for operational efficiency, the Finance Department has prepared and
implemented a Procurement Card (PCard) Policy in the form attached hereto as Exhibit A,
"Procurement Card (PCard) Policy," and recommends the PCard Program be approved and
adopted by the City Council for implementation; and
WHEREAS, pursuant to RCW 43.09.2855, "Local Governments —Use of Credit Cards,"
the legislative body must approve and adopt the Procurement Card Program; and
WHEREAS, it is intended for this resolution to retroactively extend approval of the
Procurement Card (PCard) Program to September 1, 2010;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Procurement Card (PCard) Program Adopted. The Tukwila PCard Program Policy,
a copy of which is attached hereto as Exhibit A and by this reference fully incorporated
herein, is hereby retroactively approved and adopted, effective September 1, 2010. City
staff is hereby authorized and directed to implement the program in accordance with its
terms.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a
Regular Meeting thereof this day of 2011.
ATTEST /RUTH ENTICATED:
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
Allan Ekberg, Council President
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Attachment: Exhibit A, Procurement Card (PCard) Policy
W: \Word Processing- City \Resolutions \PCard Program Adopted 11 -1 -11
CZ: m rh
Page 1 of 1
7
x
0
ppi
Boa
n
PROCUREMENT CARD (PCard)
POLICY
2010
m
J
y�
Procurement Card Manual
Introduction 3
Whatis a procurement card? ..............................3
Consideration for departments ..............................3
How Ret a card ..............................3
PCardLimits ..............................4
PCardApplication ..............................5
PCard
6
Cardholder................................................................................................................................... ..............................7
Reconciler..................................................................................................................................... ..............................7
Department Director /Delegated Approver ..............................8
PCardAdministrator ..............................8
Accountabilitv. Ethics Control .............................10
PurchasingEthics .............................10
PurchasingOrdinance and Rules .............................10
SplitPurchasin2 .............................10
Agreement Si2natures .............................10
EmployeeTransfers .............................10
Accountabilitv& Controls .............................10
PurchasingObstacles .............................11
Lost Stolen or Cancelled PCard .............................11
A Sample of items that can be purchased with a PCard .............................12
M odi f vine Transaction Limits or De
13
PCard Use While Tr
14
Misuse Car
15
O nline Transaction Ma
16
USBank Online Setup .............................16
OnlineAccount Lo2in .............................21
Updatingthe GL Account Code .............................23
Change the GL Account Code by Ouery .............................26
Change a GL Account Code for multiple transactions .............................31
Apply multiple GL Account Codes to a transaction .............................34
Printingmonthly statements .............................36
R econcili at ion Process
41
StatementReconciliation .............................41
A p p rova I
42
FinanceReview .............................43
PCardPavment .............................43
RandomPhvsical Audit .............................43
Lost Receipt .............................43
Who to contact
44
Appendix
PCardFlowchart ..............................A
PCardApplication ..............................B
PCardTransaction Log ..............................0
PCardAffidavit
D
PCardProcessing Calendar
E
10 Page 2 of 45
J
LL
y�
Procurement Card Manual
INTRODUCTION
What is a Procurement Card (PCard)
The City of Tukwila procurement card is a commercial credit card to be used specifically for
purchasing goods and services for the City. The function of the PCard is confined to official use
only and must never be used for personal expenditures.
The City of Tukwila Procurement Card Program is designed to:
expand purchasing options
generate revenue for the City of Tukwila through a rebate
reduce the use of petty cash funds
streamline the small dollar purchasing process by making it simpler and faster
reduce the number of requests for special checks
reduce paperwork, transactions and checks associated with standard purchasing
and payments
eliminate the need to use personal funds
allows for some purchases under emergency conditions with approval
What to consider when determining a PCard cardholder.
What type of purchases will the department be making with the PCards?
What are the needs within a department?
Who will be purchasers and who will be reconcilers in a department?
When the PCard is used, is there a fee attached to using the card?
Who is responsible for the allocation of the appropriate budget object coding
for each purchase?
How to get a PCard
A Department Director will make the assessment of who receives a PCard by determining
the purchasing needs within their department. The employee will need to complete a City
of Tukwila Procurement Card Application and have their Department Director approve the
application. The completed form is submitted to the PCard Administrator who will request
the PCard online through US Bank. All employees of the City of Tukwila must attend a PCard
training session conducted by the Finance Department before receiving their PCard. The
training session will be held at regular intervals based on need. Contact the PCard
Administrator by email at QcardadminC@ci.tukwila.wa.us for questions about the PCard
program.
Page 3 of 45 11
J
y�
Procurement Card Manual
INTRODUCTION
PCard Limits
PCard Limits can be assigned transaction limit as well as a monthly total spending limit. The
limits are important controls to reduce unnecessary purchases, maintain purchasing
authority by individual and limits fraud or abuse. Limits are assigned by the Department
Director when approving the Application form. There are five limit levels, four are
predetermined with a set per transaction limit and total spending per month (see table
below.) The fifth level can be assigned an amount needed for the purchasing needs of the
PCardholder.
l
501
500 2,500
$1 $5
1 10,000
$2,500 25, 000
12 Page 4 of 45
0
J
d
y�
Procurement Card Manual
INTRODUCTION
PCard Application
The PCard Application form will contain the terms and conditions required of the
cardholder. The PCard is to be used only for official City of Tukwila purchases as authorized
by this policy. Under no circumstances shall personal purchases be charged to the City's
procurement card, even if the intent is to reimburse the City for such charges. Although the
card is issued to a specific employee, it remains City property and may be rescinded at any
time. The PCard application can be found on TukNet under the Finance Department (See
appendix "B" for sample form).
City of Tukwila
Procurement Gard (PCard) Application
This form Is used to apply for update or cancel a City PCard All fields are required unless otherwise noted. If you have
questions, please contact the PCard administrator by±email at pcandadnim( ei.t.lkarila.wa.41s.
Request Type. Apply for PCard Update Existing PCard Cancel PCard
Employee Ilnformatlon;
F�Y•st Name Middle 1,1,ar Last Name
Emoloy Ndumn•er ❑snanment Div sic!a.. Email address
Emplo P 1C and User .fig reeme nt. (Far cart appficarior£ o my Enoec not appip to cart up:+da ?ea or carrcedfataonc,i
By signing below I Indicate that I understand these term and agree to be bound by and comply with the City of Tukwila
PCard poHries. including, but not limited to each of the following, as a condition of receiving and continuing to have
authority to use a City of Tukwila PCard:
Select the check box next to each statement to indicate you have read each of the fofiowrfrig:
I am the only person authorized to use the card and will only charge City of Tukw fla business- related purchases. Use of
card for personal purchases, may constitute fraud and could result in disciplinary action, including termi- nation.
I will review my account regulad'y {vieek.ly review recommended), allocate charges, to other than default budget, if
necessary. resolve any discrepancies with supplies andior the card provider, and forward all receipts to the
reconcileriapprover for monthly purchases charged to my card: anthin 2 drays of the statement close date.
m the event my PCard 1s bosh, stolen or compromised, I will immediately contact US Bands Customer Service
at 817+0.344.5656 and the PCard Administrator by e-mail to pcarc1aamin o@ci tukwila.wa.!us.
I will use my PCard to purchase Items within my assigned spending limit and approvals as determined by
my departnr nt. Splitting of purchases to circumventtransactaon limits are pmhi'bited and•w,ill result in
cancellation of the card.
In the event my employment with the City of Tukwria ceases for any reason I will return my PCard
immediately to the Finance Department.. I also agree to surrender my PCard Upon request or if my reporting
relationship changes and I no longer need a PC and.
I have printed and read the PCard Manual.
II acknowledge that this card may be used for the purposes as described above, and any use for personal
purchases or any other unauthorized use with violate the state ethics law, chapter 42.52 RCLtid and City Policy. II
expressly permat the City of Tukwila to deduct from my paycheck any amount charged on the card- for an
unauthorized purchase.
Emplcy-- aig :,alure fF :mt. KII. Last NAarnei Date
Manager Approval
By approving this application I acknowledge that
I agree this spending Innat is at or below the aelthorized spending limits for this mclividual
I .sill review and approve this individuals PCard activity statement each month within the prescribed time frame
I will promptly investigate and take proper action to stop misuse or muse of the card
I will notify the Finance Department mirnediately if this cardholders employment is terminated for any reason in
advance of such termination, if practicable
PCa ^a Lmit iLava•,' Fire requires Grtyr'dnxini ;trafnr. 'Finance Dlrector Apprvaafl
Le•.e One 5500 per transackc.. 52.5470 #tai per month Level Three 5!,500 peg tran saction S ;0,000 total pex n
Levu Tkv� V,0,4 per transaction :55,CCQ total pert nno -th Level Four $2,5170 per Rrasactrz 5[5,1]x4 total per nw lh
Level Fkve- S per transactor: 5 instal per rent
U Huc get Ndum,DS7 I manger a,ppmvai and Date
Deaartment u irectc- Approval and Date I �Inance D €rect€- �r, ;h�ti_;ard kdm rtlzrrat^at.5np va. and Lrate
Page 5 of 45 13
IL
0a
Procurement Card Manual
ROLES
Procurement Card Roles and Responsibilities
There are four roles within the PCard process. They are the cardholder, reconciler, approver
and PCard administrator. The duties and responsibilities of each role are listed below.
14 Page 6 of 45
J
LL
y�
Procurement Card Manual
ROLES
Cardholders Are the department purchasing agents responsible for appropriate
purchases, obtaining sufficient documentation for purchases and performing the first
level of transaction review of their PCard purchasing account.
Responsibilities:
Attend a PCard training session.
Familiarize yourself with the City's administrative policies and procedures for
purchasing goods and services.
Make responsible and appropriate purchases.
Maintain online transactions. Make GL account code corrections. (If a computer
is available.)
Maintain all supporting documentation (receipts) /confirmations for each
transaction.
Print the online statement and match all supporting documentation paperwork
to the transactions listed on the statement.
Provide your department reconciler with all the necessary paperwork to prepare
PCard Packet for approval. (If computer is not available for printout, provide
reconciler with supporting documentation for each transaction.)
If Cardholder prepares own PCard Packet, cardholder must match statement to
PCard Transaction Log and submit to Department Director by the end of day on
workday three (WD3).
Reconcilers Are responsible for collecting card holders' supporting documentation
at the end of each transaction period. They will reconcile cardholder PCard purchases as
determined by the Department Director. This includes ensuring each transaction has the
correct supporting documentation attached and the correct General Ledger (GL)
account Code listed on the statement. They will work directly with the accounts payable
team.
Responsibilities:
Attend a PCard training session.
Familiarize yourself with the City's administrative policies and procedures for
purchasing goods and services.
Develop procedures within your department for managing and gathering all data
pertaining to a PCard purchase.
Help manage those individual accounts where computer access is not available.
Print all online statements for all card users who do not have online access.
Collect all department PCard statements and supporting documentation for all
cardholders within your department.
Page 7 of 45 15
J
LL
y�
Procurement Card Manual
ROLES
Reconcile all statements to the PCard Transaction Log and verify supporting
documentation is attached.
Submit statements to department director for approval by the end of day on
workday three (WD3).
Turn in all documentation to the Finance Department (accounts payable) by end
of the day on work day five (WD5).
Liaison to Accounts Payable Department to ensure all statements are collected
and answer questions related to specific purchases.
Department Director /Delegated Approver: Is responsible for
expenditures within their responsibility, and is ultimately responsible for the
management and success of the PCard Program in their Department. The Department
Director or delegate approver will have the final approval of all PCard purchases for
their department.
Responsibilities:
Attend a PCard training session.
Should be familiar with the City's administrative policies and procedures for
purchasing goods and services.
Makes determination of who should have a PCard within their department.
Provides the authorizing signature for each PCard agreement form and assigns a
default GL Account Code.
Delegate PCard roles and responsibilities for the department.
Establish internal procedures and identifying PCard responsibilities for
participating department individual.
Upon request, the administrator can monitor all department cardholder activity.
Approves monthly statements for purchases and proper G/L accounting.
Confirms purchased items are received and used for City of Tukwila business
purposes only.
PCard Administrator The PCard Administrator oversees and manages the PCard
program for the City of Tukwila. They are responsible for program functions and training
of the PCard process and working directly with US Bank.
Responsibilities:
Maintains and establishes guidelines /training for PCard program.
Establishes the policies and procedures for the PCard process.
Maintains all PCard user agreement forms.
Requests all new PCards through US Bank.
Maintains all cardholder information through the US Bank online program.
16 Page 8 of 45
J
y�
Procurement Card Manual
ROLES
Upon request from a Department Director, this individual will make a change to
a card holder's monthly or individual transaction limit.
Page 9 of 45
17
J
y�
Procurement Card Manual
ACCOUNTABLILITY, ETHICS CONTROLS
Purchasing Ethics
As a public employee, you are responsible for following the City of Tukwila and State of
Washington's ethics rules. Do not conduct any business with members of your family or with
businesses with which you have a financial interest. Any questions about this should be
directed to your supervisor or department head.
Purchasing Ordinance and Rules
Normal requirements (when applicable) for written quotes, competitive bidding, waiver
justification, dollar limits, necessary approvals, etc., cannot be circumvented by use of a
procurement card. The PCard does not relieve City employees from prudent expenditure of
City funds and obtaining the best value for goods and services.
Split Purchasing
Split purchases to circumvent transaction limits are prohibited. A split purchase is defined as
multiple transactions with the same vendor for a single purchase on the same date when the
combined purchase exceeds the single transaction limit on a card. Contact the PCard
Administrator if you require a temporary change to PCard single purchase limits.
Agreement Signatures
Do not sign any supplier agreement. If the supplier requires a standard form to be signed, send
the agreement to the Finance Department for review. Supplier agreements protect their
interests, and may need to be revised in order to protect the City.
Employee Transfers
An employee who has an existing card and transfers to another City position under a different
supervisor or budget authorization requires an updated card approval to change default
accounting, approver contacts and card authorizations. It is not necessary to reissue new cards
for transfer and receiving supervisors. The cardholder is responsible for assuring card transfers
are completed in a timely manner.
Accountability Controls
The PCard Program empowers departments and their personnel to purchase and pay for
certain goods and services quickly and easily. Within the general constraints of the policy,
departments have discretion to determine who is assigned cards and the level of procurement
authority given to individual employees.
18 Page 10 of 45
J
LL
y�
Procurement Card Manual
ACCOUNTABLILITY, ETHICS CONTROLS
Accountability for proper oversight, establishing internal controls, assuring compliance by
employees, and maintaining necessary records and documentation of PCard activity are
primarily department responsibilities.
Cardholders, designated PCard approvers and Department Directors are responsible for the
proper safeguarding of the card and to ensure its proper use, including appropriate and timely
review /approval of transactions and payments, reconciliation of statements, maintenance of
records and documentation, and compliance with the PCard Policy. Department Directors
should establish appropriate internal control and monitoring procedures that provide for
review of a cardholder's transactions, proper receiving of goods ordered and periodic review of
overall PCard program activity for their department. Each department's internal policies may
va ry.
Purchasing Obstacles
When making a purchase, there are procedures to keep in mind.
Know your 3 digit PIN on the back of your card.
When asked for an address by a merchant, always provide them with the City of
Tukwila's main address of 6200 Southcenter Blvd, Tukwila, WA 98188.
When asked for a zip code at point of purchase, use 98188.
If a purchase is declined, call US Bank customer service at 1- 800 344 -5696 or email
pcardadmin @ci.tukwila.wa.us.
Lost, Stolen or Cancelled Cards
The City of Tukwila is liable for all transactions until the PCard is reported compromised, lost or
stolen. However, it is the responsibility of the cardholder to immediately report fraudulent
charges, lost or stolen cards to both the bank and the PCard Administrator. To cancel a card,
email the PCard Administrator at Pcardadmin@ci.tukwila.wa.us.
Page 11 of 45 19
J
y�
Procurement Card Manual
ACCOUNTABLILITY, ETHICS CONTROLS
A Sample of items that can be purchased with a PCard
Advertising (no monetary limit when pre- approved)
Airfare
Books or manuals
Car rental
Conference services /registrations
Copier rentals/ monthly maintenance agreements
Event planning
Food (when allowed by City policy, per diem is not allowed if PCard is used to purchase food
while in travel status)
Fuel (while in travel status for rental vehicles if employee doesn't have a "Pacific Pride" card)
Express mail
Lodging
Mat cleaning
Materials and supplies
Memberships
Office Supplies
Postage
Printing /Copying services
Professional licenses
Registrations
Software (must have IT approval before purchasing)
Tools
Training
Utilities
Water service
20 Page 12 of 45
J
y�
Procurement Card Manual
TRANSACTION LIMITS OR DEFAULTS
Modifying PCard Transaction Limits or Defaults
All requests for increasing single or monthly transaction limits need to be approved by a
Department Director and emailed to the PCard Administrator.
Temporary monthly limit increases requires written approval of a Department
Director or department personnel with delegated department budget authority in their
absence. This can be accomplished by an email request from the Department Director
and is forwarded to the PCard Administrator.
Temporary single transaction limit increase requires a written approval of a
Department Director or department personnel with delegated department budget
authority in their absence. This can be accomplished by an email request from the
Department Director and is forwarded to the PCard Administrator.
Permanent monthly or single transaction limit increases requires completing the
PCard Application form for changes and sending it to the PCard Administrator. This
request must come from the Department Director or a person with budget authority.
Changing default budget code requires completing the PCard Application form and
sending to the PCard Administrator. This request must come from the Department
Director or a person with budget authority.
Changing employee profile information can be accomplished by emailing the Finance
PCard Administrator with the information request.
Reconciling access requests need to be requested with the approval of a Department
Director or an employee with delegated department budget authority. The Department
Director or designated employee sends an email request to the PCard Administrator,
noting required access changes.
Page 13 of 45 21
J
y�
Procurement Card Manual
USE OF CARD IN TRAVEL STATUS
PCards should be used for the following travel expenses
Conference registration
Airfare
Lodging
Room rental for meetings
Meals when per diem is not requested (employee is responsible for purchase amount
greater than allowed for geographic area of travel and must reimburse City at time of
reconciliation)
Required transportation (i.e. rental cars, taxi, bus, shuttle)
Fuel
Parking
Tolls and ferries
PCards cannot be used for the following expenses
Meals when a per diem meal allowance is requested by the traveler
Boot allowances /reimbursements
All listed permissible travel related purchases MUST be accompanied by an itemized receipt.
not just the credit card receipt. All City personnel in travel status are accountable for travel
policy compliance. See Policies and Procedures, Finance 03 -06, "Travel Expenses While on City
Business
When not using a per diem for meals, the City policy needs to be strictly adhered to. A tip of no
more than 15% in total can be added to any meal receipt. No alcoholic beverages at anytime
can be charged on a City credit card. All expenses not approved must be paid back to the City in
a timely manner or deducted immediately from an employee's pay check.
When a receipt of any type is lost, a PCard Affidavit (see appendix "D form needs to be
completed by the cardholder and signed by a Department Director and PCard Administrator.
Affidavit can be found on TukNet under Finance.
Employees must be sensitive to public expectations regarding the use of public funds and
employees are expected to use good judgment when conducting City business. Improper use
will result in your card privileges being revoked.
22 Page 14 of 45
Card Misuse
Although the City is liable for the Procurement Card Program and card activity, the cardholder is
responsible for the safekeeping of the card and its proper usage. By using the PCard, the
cardholder is accountable for the expenditure and use of City funds. Misuse of the PCard that is
determined as personal, will result in the cancellation of the PCard and disciplinary proceedings
including termination as appropriate.
Cardholder Misuse includes:
Personal purchases
Allowing others to use an individual card
Using card in violation of policies, directives or procedures
Allowing improper charges to go undetected or unresolved
Using card to make purchases through a merchant that may constitute a conflict of
interest (ethics violation)
Repeated incidents of missing receipts, disputed charges, lost or stolen cards
Splitting charges
Delivery of goods to location other than city work station
Not maintaining necessary documentation of card transactions and purchases
Not submitting documentation in a timely manner for transaction approvals
Not properly and promptly reviewing /reconciling transactions prior to payment
Using card to circumvent other City ordinances, policies, rules or procedures
Since the card is issued in the cardholder's name, all purchases are assumed to be made by the
cardholder. Be aware that improper use may result in your card privileges being revoked. The
PCard Administrator is the final authority in revoking an employee's card.
Page 15 of 45 23
J
LL
y�
Procurement Card Manual
US BANK ONLINE SETUP
US BANK Online Access
Cardholders and reconcilers are required to setup an account with US Bank Access online at
httr)s: access .usbanl<.com /cPsAppl /index.isp to manage purchases. The US Bank website is
used to review and update transactions with GL Account Codes or to dispute a purchase.
How to set up an online account
v i https ushank.
File Edit Oew Favorites Tools Help Select
Favorites
Welcome to Access Gnline
U.S. Benk,AccesV online
ii Page Safety Tools (0-
a
M
Login into website Password:
given above
Click "register im
online"
Fnrnnt vniir nasswnrd?
Ranictar inlina
N!PhsitaJRmrvser Renuirp.ri
d)
All cf Serving you
Done
v
Internet ",100%
24 Page 16 of 45
Pb ank
Welcome to Access Online!
condsc€ u
Please enter the inforimation below and login to begin.
,..odli7
urgeniatian Shad Naime:
I
Reeister Online
User 11
Login into website Password:
given above
Click "register im
online"
Fnrnnt vniir nasswnrd?
Ranictar inlina
N!PhsitaJRmrvser Renuirp.ri
d)
All cf Serving you
Done
v
Internet ",100%
24 Page 16 of 45
ILA
0
Gl
l ong
e https usbank,com
File Edit View Favorites Tools Help 4�,Convert Select
J Favorites 49
Add Accounts
US, Rank. Access. Online
Procurement Card Manual
US BANK ONLINE SETUP
cj
I
ft Page Safety Tools d
!Mbank Online Registration
Add Accounts
Contact Us
Lo in To join .CCes's' Online 4ou vill need a rninirnum of ona slid accountnumher. 'Register This :croimC' ,vill
g
validate a single account. 'Additional Account" ,+gill alla,w multiple accounts to he included in the registration
process.
required
„PwN Orgam�ti7n �h�rtflame "`"M,,,,
L
1 COTU
2 A.ccounttJumher`°
;-Bacicto Lorai Page
AI I of setving you
account Expiration Date:
6.luntW Year'
.Jan V 2010 v
Done
Internet 1 ^t, 1001
Setup Login
1. Enter "COTUK" under Organization Short Name
2. Enter the 16 digit PCard number and expiration date on front of PCard
I Click "Register This Account"
Page 17 of 45 25
J
LL
y�
v P, https usbankmm
File Edit View Favorites Tools Help q�k onvert 'select
Favorites
Licensing Agreement
U.S. Bank Access=' Online
.W
rat Page Safety Tools
n
CITY OF TUKIWILA.
Licensine Aereement
Read Licensing Agreement
Click "I accept" at the bottom of page to use online services. This is required to
use the PCard
Procurement Card Manual
US BANK ONLINE SETUP
26 Page 18 of 45
Licensing Agreement
Please read and 3CCeptthe Licensing A'.greementt0 COntin Lle
Access 09711ne Terms of Service
1 A•.Ck.N .VLED3hr1ENT AND ACCEPTANCE 1 F TER1r15 1 F ACCESS 1 NLINE
Access unline, owned and operated hr U S 63nk National Association i "U S 631W";, is provided to the
Customer under the terms and conditions ofthis Access mline Terms of Oerdi ce 1ATO; which incorporates hr
reference any operating rules or policies that i he published by U S 63nk The A'.TS 3s it i hereafter he
amended or modified without notice, comprises the entire agreement between Customer and U S 6311E and
sllpersedes 311 prior agreements between the parties regarding the SUbjeut matter Contained herein. 6y
logging on to Access 1nline and clicking the "1 Accept" Dutton, you are indicating Customer's agreement to he
hound Dy 311 ofthe terms and conditions ofthe A'.TS and that you have the 31-Ithorityto so agree on behalf Of m
Customer
In consideration for access to Access Online, Customer agrees to 11j provide certain Current, complete, and
accurate information Shout Customer 3s pro mpted to do so hr A'.ccess 0 nIine, and i2j maintain and update
this information as required to keep it current, complete and accurate All information requested on original
Sign LIP shall be referred t0 as registration data i "Registration Data FLlrtherm Ore, CLIstomer gr3nts U S
3310. the right to disclose to third parties certain Registration Data 31DOLIt Customer in the aggregate, however,
such disclosures will exclude CLstomers 113me, mailing address, a -m311 3ddress, 3CCOLInt and phone
111-lmber Unless 11; CLIstomer expressly directs U S Bank, Or 311V Other person CLIstomer m3y spe CIfiC311y
designate t0 disclose such information or 92; U S 6311k is required to disclose such information Dy any
3pp1ic31Dle I3W or legal process served on U S 6310
If any infor1r13tion provided Dy Customer is inaccurate, U S 630 retains the right to terminate Customer's
;Done
Internet A 1%100%
Licensine Aereement
Read Licensing Agreement
Click "I accept" at the bottom of page to use online services. This is required to
use the PCard
Procurement Card Manual
US BANK ONLINE SETUP
26 Page 18 of 45
J
Online Registration
User ID
Procurement Card Manual
US BANK ONLINE SETUP
e https .1...
File Edit View Favorites Tools Help convert ti select
Favorites
P
Password and Contact Information j car Page Safety Tools
Enter a User ID U.S. Bank Acces
Online
7-12 alpha characters long bank.
Onfine Registration
Enter a password in the
Pa —word and cant -t inf-riatimin
Password field
Confirm your password by re-
User ID N—e.
entering the new password
Authentication
Select a question from the
Authentication Question
Enter your answer
Contact
Information
Enter your name as shown on
Auth E ntiC 3ti Gil
the PiCard
For address use
6200 Southcenter Blvd,
Tukwila, WA 98188
Enter your work phone and
fax number
Enter your work email
address
Finish
Make sure all red asterisk
boxes are filled in
Click the "Continue" button
The "Client Home Page" will
display
All of IZ7 servig you
Done Internet 65%
r r
Page 19 of 45 27
J
LL
y�
Procurement Card Manual
US BANK ONLINE SETUP
U.S. Bank. Access=' Online
I
(User ID has heetn successfully added.
Transaction Management Message(s) from Access Online
Account Information .v :'el colnne to Access mllnel Stretch VOUr pfogf3m limits 3nd stfe3mllne 33finent processes with -'.cce ss
Reporting mllne, OUr InnoV3tive pfogf3m rnan3gernent 3nd reporting tool. This''weh- en3hled tool effefs 3 fe3tLlfe -fl ch
My Personal Information 313tfofinn that c3n he e3SiIV CO nflg Ured 3nd deplo to meet ti011f LInigUe needs. Access 4'OUr 33Yl rent
solutions anytime, 3nvvhere With •.ceess online
Home xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx .xxxxxxxxx. xxxxxxxxx. xxxxxxxxx. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx .xxxxxxxxx
Contact Us Bianvpnlla silt A.ccass Onlinal Rapnllssa7 las limitas de vntre prngrannma at simplifia7 les pmcasslls de
331ement 3vec .ccess Online, notre outil 113V3terr d'et3hlisserinent de r3pports et de gestion de progf31
Get Ortil Internet offre rile 313te -forme riche en fondionn3lites qri pert titre 3iserinent confgrree et deplofee
p OUr fepondfe 3 Vos hesolns p3rtl CLlllefs A'.ccede 7 3 VOS sOILltlons de p3iement en tort temps, OU qUe VOLIs
soye7 3vec Access mline
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxx. xxxxxxxxxxxxxxxxxxx. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx .xxxxxxxxx
All of 4 s rving you°
e
Gone Internet
Client Home Paee
Transaction Manaeement
Review Transactions
Change Account Coding
Dispute a charge
Account Information
Statement
Account profile
Be porting
Review transactions in PDF or Excel format
My Personal Information
Change password
Change contact information
Manage Accounting Code Favorites
CITY OF TIJI4
Language Selection
Arnefic3n English v
R CARD
1
3
a
too
28 Page 20 of 45
J
LL
y�
Procurement Card Manual
ACCOUNT LOGIN
Account Login
The "Transaction Management" link allows cardholders and reconcilers to view current and
past PCard purchases. It also enables the cardholder or reconciler to change the GL Account
Code from the default accounting code. The following steps provide examples of how to view a
transaction and update GL Account Codes.
t ,eq. Welcome to Access Online gf, U t Page
U.S. Bank Access' OnHne
Account Login
Go to website
httr)s://access.usbanl<.com
/cr)sArml /index.isr)
Save as favorite
Enter personal login
information
Click "Login"
View Transactions
Click on Transaction
Management
�EMbank. Welcome to Access 0ini iniel
Contact us Please enter the information below and login to begin.
n
O Short flame:
V
User ID'
Welcome To Access Online ri Page Tools
t
A
U,, Barak Access° Online
Mbank, Message(s) from Access Online
'elcorne to Access Online! stretch your program limits and streamline
aun d #n niaMww�� Online, our innovative program management and reporting tool. This ,v
Transaction Pilanagemegt platform that Lan be easily corifigtued and deployed to meet your tlniqu
4..cC W� MffTfW P1' SollltlOnS anytime, any with Access Online
Reporting a RaKKKRaKK KKRRaKKRa KRaKKKRaK RaKKRaKKK KKRaKKRRa RaaKKRaKKKRaKKKR
Data Exchange
My Personal Information Dienvanue surAccess Online! Repotlsse_les imites de votre program
paiement avecA.ccess Online. notre outil novateur d'etahlissernent de r
Get outil Internet offre Line plate -forme riche en fonctionnalites gtli peut
Home pour repondre a vos laesoins particuIiers. Acrede_a vas solutions de p
Contact Us soye; avec Access Online
a
w
:Done Internet ;100 I
Page 21 of 45 29
Procurement Card Manual
ACCOUNT LOGIN
Transaction Management 9 fii Page Tools
U.S. Bank Accessr Online
View Transactions
Click on
"Transaction List"
Management
Account A.dministration
and add comments to
Transaction List transaction inforrination.
Account Infori-nation VIRW PrRVMIIq (.Vr.IR
Reporting Data resents the Transaction list for the previOLIS
My Personal Information cvcle
H—o
Contact Us
Account Search
Enter the last name
of cardholder to
view their account
All of serving you
Transaction Management Account Search
U.S. Bark Access= 0I
Inv--i rk inn-/. 4
rWj Tools
A
M bank.
Transaction, Management
Search and Select an Account
Account Ad ministration
Transaction Management
;111 1
Cardholder Account Search
Account Information
Reporting.
Search for 3n 3CCOUnt DYCadholder Account Number. N 3rne. Of Social 380.jrity Nun niter. You can also find a
Data Exchange
cardholder 3ccount L, frst q.p., for a Ibinaninn Account.
Ty Personal Information
ACCOUnt 111.1ni
me
Contact Us Narne Name
Mir
Done
Internet t 1001
30 Page 22 of 45
J
LL
y�
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
Updating the GL Account Code
The US Bank transaction management web page allows viewing of PCard
transactions /purchases for the "open" billing cycle. Current transactions can be viewed and GL
Account Coding changed through WD2 after the statement close date. Past billing cycles can be
viewed by selecting the "Billing Cycle Close Date" function as shown below.
All purchases are assigned a default GL Account Code by PCard as assigned by the Department
Director. All GL Account Codes should be changed to the actual GL Account Coding by the
cardholder or reconciler once a transaction is available online, generally in 24 hours.
The following are examples of how to make single and multiple GL Account Coding changes for
a transaction.
e httpsifaccessusbankmmfcpsApplfUSE ComServlet
File Edit View Favorites Tools Help
r. Card Account Summary with Transaction List
Data Exchange 1 Card Account Summary
My Personal Information
ccaunt Number 9319
Home. Pcwllnt PJame: P ""'q, 13 EELLERHOFF
Contact us Billing I,rele Close Elite Pen v
1 +I Search Criteria
1 -1 Transaction List
sY A
I I V I r� ,J Page ,f Tools
.vwm ww
This page shoNvs an
J ar
open billing cycle. Past
billing c� -c les can be
shown by nsing the
a1ToNv down function
and then clicking the
Re¢ni -F
c ir., A11 shave
I unms d ?JI °h nun
Sdect Status
Trams
merdmt
(III
Amount
Detail f
Accouffling Code
Date D ate
07719 07121
COf.1PLETE OFFICE
296- 6289959, oN
$227.76
si 598408
EIAAA AS n14 240 31 MI,
07119 07!21
COMPLETE OFFICE
206 6289959. iN,A
$152.21
k i i 599573
EIAAA A5 F14 2R0 3l AAI,
07716 0719
COf.1PLETE OFFICE
206 6280059, oN
$589.11
iii 599376
EI000.05.514230.31.001
0714 0716
COMPLETE OFFICE
206- 6280059,iIiA
$1,240.09
tai; 598408
EI00.05.514.230.31.001
W715 07.16
PUGET SOUND FIN.ANCEOFFIC PIJY�LLUP, dA
$159.90
0 3 3
dul tll]IP
iU! Cispct Ary Rasllccstsd JU (yiUl
Tr Ceteil Lxvel
Internet
0
Page 23 of 45 31
J
LL
y�
}.ccmmtPJumher 0 .9818
Home AcI.UntNaOn GR?.IGZELLERHOFF
Contact 0s Billing CAR Close Date Open
D "t
1 +1 Search Criteria R= t— r.W
I I Transaction List
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
eLti Ei Rurchai
07!19
OlE1
COMPLETE OFFICE
206 6280059 a?
$227.76
9 99376
Pinion OF F14 2 �1 001
A) 598408
Eino op F14 DO �i on i
07119
07 ?21
COMPLETE 0FFICE
2066266059 Nx
$152.21
07116
0719
COMPLETE OFFICE
206- 6289069.
$589.11
07,'14
0770
COMPLETE OFFICE
2061 '"Ai
$1,240.09
07115
0T16
PUGET SOUND FINANCE OFFIC
PUY,ALLUP, t ^J?.
$150.00
iq1 cin t_o
Al Reeiic tso
H) ni7
T-- cet9ii --,-1
R_=-1
zts
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
eLti Ei Rurchai
Wi Aoeoun Code
98408
'it)
9 99376
Pinion OF F14 2 �1 001
A) 598408
Eino op F14 DO �i on i
o
Hilift
Internet a 100°!
Undate Individual Transaction GL Account Code
To change the GL Account Code on a individual transaction, select a line
item by:
Clicking the check box to the left of the transaction to be changed and
then click on the "Reallocate button" on the bottom of screen.
OR
Click on the Accounting Code to go directly to the reallocation page.
32 Page 24 of 45
J
LL
y�
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
P hops ilaccess usdank mmicpsApplil156Com5ervlet g
File Edit View Favorites Tools Help
W Transactmn Management- Reallocation Worksheet yj CC;![ Page Tgols
n
U.S. Bank Access< Online CITY OF TUKINILA
Tob ank Transaction Management
Home
Contact Us required
0A'2312010 COMPLETE OFFICE '03.21 Add kllnn �E Q 1101010.10E.514.230.31 01
Q Les,
"'141 o rJ9t: ",Y!J
o
Fackt0Trairsaction List
All of 7 serving you
Internet
Undate Individual Transaction GL Account Code
Change the GL Account Code and or Project Account Code (only valid
values are accepted)
Click "Save Allocations"
4, 100%
Page 25 of 45 33
Reallocation Worksheet
Account Administration
I Cab Account number 21 A, uR.:l 1a ZELLERRCFF F'.Ait Acne.
Tran saction Management
Card kcccunt List
Reallocate transactions by changing the accounting information to allocate the amminita a different cast
caliber. Tu allocate to additional accuuiding Ludes, LliLk.ihe -.00 Alluc link..
A—um Information
Reporting
after modifying the allocations, click the "Cade 4.3cations button to save changes. ELClUde transactions from
Data Exchaxge
the save by selecting "Remove Trar iorns',' checkhozes and aptionallP clicking the Remove Transaction
My Personal information
c. button
Home
Contact Us required
0A'2312010 COMPLETE OFFICE '03.21 Add kllnn �E Q 1101010.10E.514.230.31 01
Q Les,
"'141 o rJ9t: ",Y!J
o
Fackt0Trairsaction List
All of 7 serving you
Internet
Undate Individual Transaction GL Account Code
Change the GL Account Code and or Project Account Code (only valid
values are accepted)
Click "Save Allocations"
4, 100%
Page 25 of 45 33
J
LL
y�
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
Change a GL Account Code by Query
Valid City of Tukwila GL Account Codes are available for lookup on the US Bank website if you
are unsure of correct GL Account.
08!13 08116
SEA. LIGHT MET4 ",ANTE4r1 208- 684 -3000,
1%A..
$418.86
08113 08116
SEA LIGHT METkMNTE -111 20C -684 -3000,
1NA
$9.18
08}13 0916
SEA. LIG HT 11 ETkANTE -4,1 200 684 -3000,
AIA
$2421
08113 08116
SEA LIGHT 1JETAVANTE -I'd '205- 584- 3000,
WA
$'29.59
08113 09,
SEA LIG HT ICI ETNvANTE -1,1 206684- 3000,NA
FI000 OF. 114 ^M 31 001
$8174
0813 08116
SEA LIGHTMETMANTE -10 206 684- 3000.1NA
$9.18
00113 0 T1 6
SEA. LIG HT M ET VA.NTE -1,1 206- 604 -3000,
0'%'A.
$461.70
08113 08116
SEA LIGHT I,IFT4V..ANTF -1,1 206 684 -3000..
'A'A
34,64874
08113 08116
SEA LIGHT NETAwANTE -kl 266- 684 -3000,
NA.
$2,197.32
00117 00116
SEA LIG HT U ETKMNTE -h1 206- 604 -3000,
NA
$77.10
0813 08116
SEA LIGHT MET4 ",ANTE4u1 208 -684 -3000
'A
$2,803.08
08111 08113
COMPLETE OFFICE 206 6280059,
-.'F.A
$540.84
00110 00.12
COMPLETE OFFICE 206- 6200059.
62,27749
08_110 08112
COMPLETE OFFICE 2 0 6 62 8 0 0 59
.v'{A
$44..35
08110 OT11
IJOUNTAIN HIST 253 5355447
o'(A
$67076
00110 0711
S EA LI G HT U ETkMNTE-U 206-6N-J000,
NA
3125 JD
Ili Cis rte,
P =911 t n �,1
T C L 1
0109045E
FIAAA 01114 2M 11 001
S 01090451
EIOI111 111 5 1 4 2 311 3 1 MI
01090450
F1000 05 315 230.31.001
.i 111 0 9 114 4 9
PAN At 514230.31.001
01090448
RAM 01. 114 21011 MI
�n1 01090447
FI000 A' 1147M 31 001
01090446
E1000055152M.11001
(li? 010904.45
FI000 OF. 114 ^M 31 001
01090442
EIOM 05.514 2i0 91 001
S 01090441
E1000 08 5142, 2 0 31 001
!1 010904.40
FIMA A5114 2W 11 MI
pt} 007948
EIOI111111. 514 231A 31 011
60 7940
;1i.}
E1000055152 ^0.11.011
..Se 607901
F1 AAA f1111421f111 All
.J0 X5[081019150117
EIMO 01. 314 2M 11 MI
1T 01019561
E1000.16542.670.47. 001
Internet 'I!"100%
a
Chanee a GL Account Code by Query
Not sure of the correct GL Account Code, a query can be run to find a City of
Tukwila valid GL Account Code.
On the transaction page, identify the GL Account Code to be changed
Click on the GL Account Code
34 Page 26 of 45
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x