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COW 2011-11-14 Item 5C - Color PCard Policy and Statistics
PROCUREMENT CARD (PCard) POLICY 2010 Procurement Card Manual Introduction 3 What is a procurement card? 3 Consideration for departments 3 How to get a card 3 PCard Limits 4 PCard Application 5 PCard Roles 6 Cardholder 7 Reconciler 7 Department Director /Delegated Approver 8 PCard Administrator 8 Accountability, Ethics & Control 10 Purchasing Ethics 10 Purchasing Ordinance and Rules 10 Split Purchasing 10 Agreement Signatures 10 Employee Transfers 10 Accountability & Controls 10 Purchasing Obstacles 11 Lost, Stolen or Cancelled PCard 11 A Sample of items that can be purchased with a PCard 12 Modifying Transaction Limits or Defaults 13 PCard Use While Traveling 14 Misuse of Card 15 Online Transaction Management 16 US Bank Online Setup 16 Online Account Login 21 Updating the GL Account Code 23 Change the GL Account Code by Query 26 Change a GL Account Code for multiple transactions 31 Apply multiple GL Account Codes to a transaction 34 Printing monthly statements 36 Reconciliation Process 41 Statement Reconciliation 41 Approval 42 Finance Review 43 PCard Payment 43 Random Physical Audit 43 Lost Receipt 43 Who to contact 44 Appendix PCard Flowchart A PCard Application B PCard Transaction Log C PCard Affidavit D PCard Processing Calendar E Page 2 of 45 29 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 pcardadmin @ci.tukwila.wa.us for questions about the PCard program. Page 3 of 45 31 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. 32 Per Transaction Limit Monthly Spending Limit $ 500 $ 2,500 $ 1,000 $ 5,000 $ 1,500 $ 10,000 $ 2,500 $ 25,000 Page 4 of 45 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 Card (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 pcardadmin©ci_tukwila_wa_us. Request Type: r Apply for PCard Update Existing PCard r Cancel PCard Employee Information: F rst Name Middle It iia Last Name Employee Nurr er Deoa:trnent Divaiorr Email address Employee PCard User Agreement: (For card application only. Does not apply to card updates or eancenationaj By signing below; I indicate that I understand these terms and agree to be bound by and comply with the City of Tukwila PCard policies, 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 following: r lam the only person authorized to use the card and will only charge City of Tukwila business- related purchases. Use of card for personal purchases may constitute fraud and could result in disciplinary action, including termination. _ I will review my account regularly (weekly review recommended), allocate charges to other than default budget, if necessary, resolve any discrepancies with suppliers and/or the card provider, and forward all receipts to the reconciler/approver for monthly purchases charged to my card within 2 days of the statement close date. • In the event my PCard is lost, stolen or compromised, I wit immediately contact US Bank Customer Service at 800.344.5596 and the PCard Administrator by e-mail to pcardadmin(ci_tukwila.wa.us. I will use my PCard to purchase items within my assigned spending limit and approvals as determined by my department. Splitting of purchases to circumvent transaction limits are prohibited and will result in cancellation of the card. In the event my employment with the City of Tukwila ceases for any reason, I will retum my PCard immediately to the Finance Department_ I also agree to surrender my PCard upon request er if my reporting relationship changes and 1 no longer need a PCard. have printed and read the PCard Manual. I acknowledge that this card may be used for the purposes as described above, and any use for personal purchases or any other unauthorized use will violate the state ethics law, chapter 42.52 RCW and City Policy. expressly permit the City of Tukwila to deduct from my paycheck any amount charged on the card for an unauthorized purchase. Err.playee Signature {Frst, MI, Last Marvel Date Manager Approval By approving this application I acknowledge that • I agree this spending limit is at or below the authorized spending limits for this individual • I will review and approve this individual's PCard activity statement each month within the prescribed time frame • I will promptly investigate and take proper action to stop misuse or abuse of the card • I will notify the Finance Department immediately if this cardholder's employment is terminated for any reason in advance of such termination, if practicable PCard Lmit (Levet Five requires City Adnunistrator & Finance Director Approval) r Level One - $500 per transaction 52500 total per rronth Level Three - 31.540 per transaction $1fl000 total per month r Level Tw o -110013 per transaction $5,040 total per month r Level Four - 32544 per transaction 525.000 total per month r Level Free- $ per transactor 5 total per month Default B.sget Numher Manger Approval d Date Deportment Director Approval and Date Finance Director tPCard Administrator) Approval and Date Page 5 of 45 33 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. r> 34 3t Page 6 of 45 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 35 36 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. Page 8 of 45 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 37 38 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. Page 10 of 45 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 vary. 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 39 40 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 Page 12 of 45 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 41 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. 42 Page 14 of 45 Procurement Card Manual MISUSE OF PCARD 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 43 I Welcome to Access Online - Windows Internet Explorer 000 v P https s ccess,usbank .mmfcpsApplfindex.jsp File Edit View Favorites Tools. Help 14 Favorites - ,ggested Sites • Web Slice Gallery • A 1 te Welcome to Access Online X t Convert • &Select • ® - 0 # Page • Safety • Tools • t • U.S. Bank Accesse Online 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 https: // access .usbank.com /cpsAppl /index.jsp 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 Register Online • Login in to website given above • Click "register online" 44 Our Payment Products A Qbank. Contact Us ogin AID of 7 serving you' Welcome to Access Online! Please enter the information below and login to begin. Organization Short Name: User ID Password: IEED Fargol''; our password' Register Online V,,ebsitelBrowser Requirements Done f■ Internet °:,100% • Page 16 of 45 ( Add Accounts - Windows Internet Explorer v https.,+.. ..:.. usbankcomfcpsApplIUSBComLogonServlet Google File Edit View Favorites Tools Help X &Convert + &Select. 14 Favorites 4 Suggested Sites - c Web Slice Gallery Add Accounts ® - 0 E Page - Safety - Tools - U.S. Bank Access® Online Our Payment Pro-ducts Procurement Card Manual US BANK ONLINE SETUP bank. Online Registration Contact Us Login Add Accounts To join Access Online, you will need a minimum of one valid account number. 'Register This .Accounrwill validate a single account. °Additional Accounr'will allow multiple accounts to be included in the registration process. ' = required Account Expiration Date: Month' Year Jan v 21110 vl AFL of 1 serving you Register This Account <Backto Login Page Done k Internet Setup Login 11 Enter "COTUK" under Organization Short Name 2.., Enter the 16 digit PCard number and expiration date on front of PCard 3. Click "Register This Account" Page 17 of 45 45 Procurement Card Manual US BANK ONLINE SETUP Licensing Agreement - Windows Internet Explorer jw rT https: ilaccess. usbank. comicpsApp l /LUSBComServlet Google File Edit View Favorites Tools Help Favorites 4 0 Suggested Sites t® Web Slice Gallery Licensing Agreement Convert .:5 Select ® 0 Page - Safety - Tools - U U.S. Bank Access@ Online CITY OF TUKWILA Our Payment Products Logout [Jbank. Licensing Agreement Please read and accept the Licensing Agreement to continue. Access Online Terns of Service 1. ACKNOWLEDGMENT AND ACCEPTANCE CIF TERMS OF ACCESS ONLINE. Done Access Online, owned and operated by U.S. Bank National .Association CU.S. Bank'), is provided to the customer under the terms and conditions of this Access Online Terms of Service (ATS)which incorporates by reference any operating rules or policies that may be published by U.S. Bank. The ATS as it may hereafter be amended or modified without notice, comprises the entire agreement between Customer and U.S. Bank and supersedes all prior agreements between the parties regarding the subject matter contained herein. By logging on to Access Online and clicking the "I Accept° button, you are indicating Customer's agreement to be bound by all of the terms and conditions of the ATS and thatyou have the authority to so agree on behalf of Customer. In consideration for access to Access Online, Customer agrees to: (1) provide certain current, complete, and accurate information about Customer as prompted to do so by Access Online; and (2) maintain and update this information as required to keep it current, complete and accurate. A All information requested on original sign up shall be referred to as registration data ("Registration Data "). Furthermore, Customer grants U.S. Bank the right to disclose to third parties certain Registration Data. about Customer in the aggregate; however, such disclosures will exclude Customer's name, mailing address, e-mail address, account and phone number, unless: (1) Customer expressly directs U.S. Bank, or any other person Customer may specifically designate to disclose such information or (2) U.S. Bank is required to disclose such information by any applicable law or legal process served on U.S. Bank. It any information provided by Customer is inaccurate, U.S. Bank retains the right to terminate Customers go Internet Ok 100% 1 46 Licensing Agreement Read Licensing Agreement Click "I accept" at the bottom of page to use online services. This is required to use the PCard Page 18 of 45 Procurement Card Manual Online Registration User ID • Enter a User ID 7 -12 alpha characters long • Enter a password in the Password field • Confirm your password by r entering the new passwor r1 Authentication • Select a question from the Authentication Question • Enter your answer Contact Information is Enter your name as shown the PCard For address use 6200 Southcenter Blvd Tukwila, WA 98188 Enter your work phone and fax number Enter your work email address US BANK ONLINE SETUP i Password and Contact Information - Windows Internet Explorer 10 a;-?‘i https:ifaccess.us... 11 1'11x File Edit View Favorites Tools Help Google X +r Convert - Select P Favorites I Pie Suggested Sites - Web Slice Gallery - }} 7 Password and Contact Information hl - " 2 - Page - Safety • Took - 4 • J.S. Bank Access£ Online CURT/Men: F n*.k.% embank: Finish • Make sure all red asterisk ( boxes are filled in • Click the "Continue" button • The "Client Home Page" wi display Online Registration Password and Contact Information © man IUdbe dhor! {Yrne: C,]T_'i User ID &Password _ regJ ease �amaMmer= xnaa.a mrd pfle:,.,a,,mmi,r: a_ _se amtrc°a'. 11 Aa Aramtrsa ea, /4x reMeMM 'u' 'or [Clers Weal. * Ra-entar Neq PlePROMet Authentication �,�- .-,tee-:rer .1sadu� see, ewr . -�';na Me: snr xsvnvrd ldtiiTiefa Mc1Ym Name �a Ion Rn :_ Contact Information FS- Nam_' 1I n x , - rcmemxr r-: car * Oarinc l �l Fbale Mamba:. Emfld.*dtrssa:* Aleenia Fac NUmbs'. Ill Internet _ 4% 65% - Page 19 of 45 47 48 Procurement Card Manual US BANK ONLINE SETUP ( Welcome To Access Online - Windows Internet Explorer erg jhttps:j access. usbank. comi cpsApplIUSBComServlet #viewAnchor a el Google File Edit View Favorites Tools Help Convert .Jj Select . Favorites 0 Suggested Sites • Web Slice Gallery e. Welcome To Access Online Page - Safety - Tools U.S. Bank Access® Online Ulbank. Transaction Management Account Information Reporting. My Personal Information Home Contact Us All of Q serving you- CO User ID has been successfully added. Messages) from Access Online vVelcome to Access Online! Stretch your program limits and streamline payment processes with Access Online, our innovative program management and reporting tool. This web - enabled tool offers afeature -rich platform that can be easily configured and deployed to meet your unique needs. Access your payment solutions anytime, anywhere with Access Online. Bienvenue surAccess Online! Repoussezles limites de votre programme et simplifiezles processus de paiement avecAccess Online, noire outil novateur detablissement de rapports et de gestion de programme. Get outil Internet offre une plate -forme riche en fonctionnalites qui peut etre aiement configures et deployee pour repondre 2 vos besoins particuliers. Accedezavos solutions de paiement en tout temps, ou que vous soyez, avecAccess Online. CITY OF TUKWILA Our Payment Products Logout Language Selection: American English v Account Activity Select an Account FLRO HA.eING CARD 8.332 Done Internet ... '+� 100% • Client Home Page Transaction Management • Review Transactions • Change Account Coding • Dispute a charge Account Information • Statement • Account profile Reporting • Review transactions in PDF or Excel format My Personal Information • Change password • Change contact information • Manage Accounting Code Favorites Page 20 of 45 At us 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. Account Login • Go to website https: / /access.usbank.com /cnsApp1 /index.jsp • Save as favorite 7a` • Enter personal login information • Click "Login" View Transactions • Click on Transaction Management Welcome to Access Online f?�!1 - Li page - U.S. Bank Access® Online jbank. Conta: Login Welcome to Access Online! Please enterthe information below and login to begin. Organization Short Name: User ID Password: Forgot Your password? Internet • 100% - 3 cUIT I .6 Welcome To Access Online r11 - 0 E!J - cjj, Page - : RF Tools - U.S. Bank Access® Online A v � nk. Message(s) from Access Online Welcome to .Access Online! Stretch your program limits and streamline Online, our innovative program management and reporting tool. This ),v platform that can be easily configured and deployed to meet your uniqu solutions anytime, anywhere -with Access Online. i4tCCtruntAdminis Transaction @.lanagemen Acc n Reporting Data Exchange My Personal Information ,„„,„,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, „,,,,,,, :,A................... ,„ Bienvenue sur Access Online! Repoussez les limites de votre program paiement avec.Access Online, notre outil novateur d Atablissement de r Cet outil Internet offre une plate -forme riche en fonctionnalites qui peut pour repondre a vos besoins particuliers..Accadeza vos solutions de p soyeZ avec .Access Online. Home Contact Us e IIII 1 > Done GO Internet .1%100% - Page 21 of 45 49 Procurement Card Manual View Transactions • Click on "Transaction List"„ Account Search • Enter the last name of cardholder to view their account 50 ACCOUNT LOGIN * Transaction Management - - 6k, - Page - Tools - U.S. Bank Access® Online [tibank. Account Administration Transaction PAanagement • Transaction List Account information Reporting Data Exchange My Personal triton-nation Home Contact Us All of ; serving you- Management Transacticri List eview alto transaction information. locate and add comments to View Previous Cycle Presents the Transaction list for the previous cycle_ Internet tit 100% Transaction Management - Account Search U.S. Bank Access@ Online • ® - $ 14 Page • LY Tools Jbank, Transaction Management Search and Select an Account Cardholder Account Search Search for an account by Cardholder Account Number, Name, or Social Security Number. You can also find a cardholder account by first Searching for a Managing .Account Account Administration. Transaction Management • Transaction List Account Information Reporting Exchange Personal Information Us Done Account Number. LastName: rstName. OR OR CEO Internet 4;100/ - .,, Page 22 of 45 https:Paccess,u5hank,comf cp5App1lUSBComServlet Card Account Summary with Transaction List - Windows Internet Explorer File Edit View Favorites Tools Help 0 Card Account Summary with Transaction List Data Exchange My Personal Information Home Contact Us Page • Took • » [ -I Card Account Summary Account (dumber Account Name: Billing Cycle Close 0 0 Dpen Account 0 931 10 ZELLERHOFF [ +1 Search Criteria Return to too I-I Transaction List FotLrn to Mr Records 1 - 5 of 1- Cheek All Shoes 1 Lea-.edk.AII Shoup This page shows an open billing cycle. Past billing cycles can be shown by using the arrow down function and then clicking the Select Status Trans Posti nu Merchant o' Date Date City /State Amount Detail €e Purchase ID r' Accounting Cale ❑v 07119 07121 ❑ 07119 07/21 ❑ 07116 07119 ❑ 07114 07116 ❑ 07115 07116 COMPLETE OFFICE 205 - 6200059, WA $227.76 COhIPLETE OFFICE 206 - 6280059, WA $152.21 COMPLETE OFFICE 205 - 6280059, WA $589.11 COMPLETE OFFICE 206 - 6280059, WA $1,240.09 PUGET SOUND FINANCE OFFIC PUYALLUP, WA $150.00 n 598408 II 599573 u 599376 II 598408 E 1000.05.514- 230.31.0 01 [1000.05.514.230.31 0 01 [1000.06.514.230.31 001 [100.05.514.230.31 0 01 Ivluliicle 0 oisputed 1"4 Reallocated II III Tans Detail Level Check All Shown 1 tlnched All Shown. Records 1 - 5of 5 Real Iona Mass Reallocate 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. 0Internet 1%100% • Page 23 of 45 51 Procurement Card Manual UPDATING THE GL ACCOUNT CODE Update a Transaction GL Account Code r Card Account Summary with Transaction List - Windows Internet Explorer https: jjaccess .usbankmm /cpsApplitSBComServlet File Edit View Favorites Tools Help d? la Card Account Summary with Transaction List •, °Page • -Tools • Data Exchange [ —] Card Account Summary My Personal Information Account Number. 0...9318 Home Account Name: CRAIG ZELLERHOFF Contact us Billing Cycle Close Date: Open v CID 0 Open Account [ +1 Search Criteria Return to top Transaction List Return to top Seconds 1 - 5 of 5 Check All Shorn I Linteck All Shown Select Status Trans Pesti rw Merchant Date Date Ci I81ate Amount Detail Er PurchaselD Accounting Code 07119 07/21 COMPLETE OFFICE 07/19 07/21 COMPLETE OFFICE. 07116 07119 COMPLETE OFFICE 07/14 07116 COMPLETE. OFFICE 206 - 6280059, WA 81240.09 07115 07116 PUGET SOUND FINANCE OFFIC PUYALLUP,WA $150.00 206 - 6280059, WA $227.76 206 - 6280059, WA $152.21 206 - 6280059, WA 5589.11 d Disputed. Reallocated II ©I Trans Detail Level Check All Sham I Unched All Shown of a 598408 u 599573 u 599376 e 598408 II E1000.05.514230.31.001 E1000.05.514.230.31.001 E1000.05.514.230.31.001 E100.05.514.230.31.001 (ai Multiple A e Internet 0100% Update 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. 52 Page 24 of 45 Transaction Management - Reallocation Worksheet - Windows Internet Explorer er• httpsijjaccess. usbank,mmicpsAppliUSEComServlet 411 X I •Seogle 3HI Procurement Card Manual UPDATING THE GL ACCOUNT CODE File Edit View Favorites Tools Help 44 10 Transaction Management - Reallocation Worksheet U.S. Bank Access@ Online [7bank. Account Administration Transaction Management • Card Account List Transaction LEI Account Information Reporting Data Exchange My Personal Information Horne Contact Us All of rmserving yaw s2 1a U S Eariaa • °Page • 1 Tools • Transaction Management Reallocation Worksheet CITY OF TUKWILA Our Payment Products Logout I Card Account Number'. ^ 0310. CRAIG ZELLERNDFF Switch Account Reallocate transactions by changing the accounting information to allocate the amountto a different cost center. To allocate to additional accounting codes, click the •Add.Nloc' link. ARer modifying the allocations, click the "Save Alocations" button to save changes. Exclude transactions from the save by selecting 'Remove Transaction(sr checkboxes and optionally clicking the °Remove Transaction (sT button. = required Remove Trans Date Merchant Trans Amount AlIoc% AccounbrlgCode - SegmentName(Length} ACCOUNT TYPE it} t saeLONNT CORE ie6 ❑ 0712312010 COMPLETE OFFICE $93.21 Add Aloc F.0, PM`�CCE ACCOU NT CORt i.} Add Q sews « Backto Transaction List RG3200023.0 u b ®I 15 I Internet 1001 • Update Individual Transaction GL Account Code • Change the GL Account Code and or Project Account Code (only valid values are accepted) • Click "Save Allocations" Page 25 of 45 53 54 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. Card Account Summary with Transaction List - Windows Internet Explorer r https:lj access. usbank. mmlcpsAppl fllSEComServlet #viewAnchor ��File Edit View Favorites Tools Help Yi c F, Card Account Summary with Transaction List '• J 11 n .gle • ® [ Page / Tools Change a GL Account Code by Query I® Internet k 1001 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 Page 26 of 45 Remits 1 -1e of le Check All Shown 10neheck All Shown �I Select Status Trans Pos i g Date Date Merchant Ci 15tate Amount Detail 6. Purchase ID `?' Accounting Code ❑ 08113 06.10 SEA LIGHTMETAVANTE -1.1 206 - 684-3000, WA $418.66 n 01090452 61000.05514.230.31.001 ❑ 08113 08 /16 SEA LIGHT METAV2NTE -M 206 - 684 -3000, WA $9.10 n 01090451 EI000.05 514.230.31.001 ❑ 08113 08116 SEA LIGHT METAVANTE -M 206 - 684 -3000, WA 924.21 n 01090450 91000.05.514.230.31.001 ❑ 08113 08116 SEA LIGHT METAV46.TE -M 206 - 684 -3000, WA $29.69 0 01090449 E1000.05.514.230.31.001 ❑ 08113 08 /16 SEA LIGHT METAV2NTE -M 206 - 604 -3000, WA 081.74 n 01090448 91000.05.514.230.31.001 ❑ 08113 08116 SEA LIGHT METAV2NTE -M 206 - 684 -3000, WA $9.13 n 01090447 E1000.05.514.230.31.001 ❑ 08113 08116 SEA LIGHT METAV4NTE -M 206 - 684 -3000, WA 5461.38 n 01090446 E1009.05.514.230,31.001 ❑ 08113 08116 SEA LIGHT METAVANTE-M 206 -004 -3000, WR 54,648.74 n 01090445 E1000.05.514.230.31.001 ❑ 08113 08116 SEA LIGHT METAVA6.TE -M 206 - 684 -3000, WA 92,197.32 n 01090442 E1000.05.514130.31.001 ❑ 08/13 08116 5E5 LIGHT METAVANTE -M 206 -584 -3000, WA 933.12 n 01090441 E1000.05.514.230.31.001 ❑ 08113 08116 SEA LIGHT METAVA6.TE -M 206 - 684 -3000, WA 92,303.03 n 01090440 61000.05.514.230.31.001 1 ❑ 08111 08113 COMPLETE OFFICE 206 - 6280059, WA 5540.84 1 607940 (aa E1000.05.514.230.31.011 1 ❑ 08110 08112 COMPLETE OFFICE 206 - 6280059, WA 52,277.49 n 607940 (A? E1000.05.514.230.31.011 1 ❑ 08110 08112 COMPLETE OFFICE 206 - 6280059, WA $44.35 0 607901 ( 61000.05.514.230.31.011 ❑ 08110 08111 MOUNTAIN MIST 253 - 5356447, WA 5670.75 0 562081019160117 E1000.05.514.230.31.001 — ❑ 08110 08111 SEA LIGHT METAV42/TE -M 206 - 684 -3000, WA $125.33 n 01019661 (ni E1000.16.542.630.47.001 Disputed (Z Reallocated n et Check All Shown I Unshed All Shown Tram Detail Level vl Change a GL Account Code by Query I® Internet k 1001 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 Page 26 of 45 Procurement Card Manual UPDATING THE GL ACCOUNT CODE Transaction Management - Allocations Tab - Windows Internet Explorer Qo� https:jjaccessusbank .mmfcpsApplN56Com5ervlet File Edit View Favorites Tools Help Transaction Management - Allocations Tab - t • •,T Page • Tools • 00 Data Exchange My Personal Intormatlon Home Contact US Done ansec on ummary Status Trans Date Posting Data Merchant City, State!Pnovince Amount Detail e• Purchase ID S Acoounling Code 08113 08+16 TEA LIGHT METAVANTE -M 206- 684 -3000, WA 52,803.68 ® 01080440 9000.05 5'14 230 31 001 V Disputed. II Trans Detail Level CIO' Reallocated Summary 1 Allocetlons User [Inc Items The Allocations tab provides the ability to reallocate a transaction by changing the accounting information to allocate an amount to a different cost center. The reallocation can be to one or to multiple accounting codes. You can allocate amounts by dollar amount or percentage. Total allocation amounts must equal 100% of the transaction To allocate to additional accounting codes, click the 'Add" button. After adding, modifying or deleting allocations, click the "Save Allocations" button to save changes. '= required Allocation Source: Default Acct Code Last Changed by System Remove Amount Percent Accounting Code - Segment Name (Length) ACCOUNT TYPE (1} GL ACCOUNT CODE (20} PROJECT ACCOUNT CODE (24} Favorite ❑ $M803.08 DR 144.40 q Search q Add as Favorite Total Allocated. 5' 280308 1.1 U.404g Apply Accounting CodeI I co Amount Remaining: 5' O'[ % Additional Allocation(s)-..T7 Note Rows marked for deletion are subtracted from Total Allocated and Amount Remaining values. VI Internet 100% Change a GL Account Code by Query • Enter a partial GL Account Code (see 411.00 as example) • Click on the magnifying glass • Results in a list of valid City of Tukwila GL Account Codes Page 27 of 45 55 Search & Select Valid Value - Windows Internet Explorer ■ p https, ffaccess. ushank,mmfcpsAppOLISBComServlet doge I'p File Edit View Favorites Tools Help 43earch & Select Valid Value Select 411.00.576.680.49.01 BLOOD BORNE PATHOGENS Select 411.00.576.680.54.01 INTERFUND TAXES- ADMISSION TARES Select 411.00.576.681.12.00 EXTRA LABOR Select 411.00.576.68124.00 INDUSTRIAL INSURANCE Select 411.00.576.681.26.00 UNEMPLOYMENT COMPENSATION Select 411.00.576.68128.00 UNIFORM CLOTHING Select 411.00.576.681.31.00 OFFICE & OPERATING SUPPLIES Select 411.00.576.681.31.01 BUILDING SUPPLIES Select 411.00.575 681 31.02 RENTAL SUPPLIES Select 411.00.576.68131.04 REPAIR SUPPLIES Select 411.00.576.681.34.01 PRO SHOP SUPPLIES (RESALE) Select 411.00.576.681 41.00 PROFESSIONAL SERVICES Select 411.00.576.68142.00 COMMUNICATION Select 411.00.576.68143.00 TRAVEL Select 411.00.576.681.44.00 .ADVERTISING Select 411.00.576.681.45.00 OPERATING RENTALS & LEASES 411.00.576.681.45.01 POWER CART RENTAL (LEASES) 11.00.576.681.47.00 PUBLIC UTILITY SERVICES Select 411.00.576.68148.00 REPAIRS AND MAINTENANCE Select 411.00.576.68148.01 GOLF EQUIPMENTREPAI RS - GUST. Select 411.00.576,68149.00 MISCELLANEOUS Select 411.00.576.681.49.01 PRINTING Select 411.00.576 681 49.02 RESTAURANT SERVICES. CONTRACT Recce& 26- 56 of 21 Pie. LI 2131 « Back to TM Allocations Page - Tools Procurement Card Manual UPDATING THE GL ACCOUNT CODE Done • Internet 100% 56 Change a GL Account Code by Query • Find the correct GL Account Code from the list • Click on "Select" Page 28 of 45 Transaction Management - Allocations Tab - Windows Internet Explorer LJ Procurement Card Manual UPDATING THE GL ACCOUNT CODE C�. I i https jfaccess, usbankcornApsAppIHU5BCom5ervlet Pile Olt View Favorites Tools Help 1 a Transaction Management- Allocations Tab Nome Contact us Done " 08013 08118 SEA LIGHT MET0111811ITE -19 286-184-3000, WA 112,803.08 tt 01090440 E1000.05.514.230.31.001 0 slsputed Q. I93 trims serail Lerel neell000tea ummary Allocations 1 User Line Page - Tools - The Allocations tab provides the ability to reallocate a transaction by changing the accounting Information to allocate an amount to a dlfrerent cost center. The reallocation can be to one or to mulllple accounting codes You can allocate amounts by dollar amount or percentage. Total allocation amounts must equal 100% of Me transaction. To allocate to additional accounting codes, click the 'Add' button After adding. modifying or deleting allocations, click the "Save Allocations" button to save changes_ * = Allocation Source: default pat Code Last Changed by System Remove Amount ❑ Percent Accounting Cade - Segment Name ILeng11 ACCOUNT TYPE (1), GI ono ;;T73 -. r PROJECT ACCOUNT CODE (oa Fa10rtte s1.03.08 CR 1 780:00 % E '0 4 1411 68.576 681 47 00 ° Q Add as Favorite Q0* OEM Total Allocated: Amount Remaining'. 280308 100.90% Apply 4000110000 C080 1 000 0.00% Additional Alloca8on(s(.I CID Note: Routs marked for deletion are subtracted from Total Allocated and Amount Remaining values. <t Back to Transaction List Internet 00 Change a GL Account Code by Query • The selected GL Account Code is now displayed in GL account code box .ac r3 ufS000 i.ui.49 rayL.v4 1t1 LPL- cui. ti.lAil IL 0o 6a fc. i.ii ii • Click on "Save Allocation" • This will direct you back to the main transaction page Page 29 of 45 57 Procurement Card Manual UPDATING THE GL ACCOUNT CODE Card Account Summary with Transaction List - Windows Internet Explorer 58 C 1% httpsu rreccess. ushank .comrcpsApp1115BCOn5ervlet Ole 08it View Favorites Tools Help 4 Card Account Summary with Transaction List Cheat's sm... 1 una,ea ell Sn_wr. Select Status Trans Pos150 Merchant City-State Amount Demll Et Purchase I❑ _ Account n9 Code Date Date 1 ❑ 0813 08/16 SEA LIGHT METAVANTE-M 206-684-3000, WA $418.66 08113 08 /16 SEA LIGHT METAVANTE -M 206-684 -3000, WA $9.18 00113 08/16 SEA LIGHT METAVANTE -M 206 - 684 -3000, WA $24.21 03113 08116 SEA LIGHT METAVANTE -M 206-684-3000, WA $29.69 08113 08116 SEA LIGHTMETAVANTE -M 206- 684 -3000, WA $81.74 06193 09/16 SEA LIGHT METAVANTE -M 206 - 604 - .3000, WA $9.18 06113 06116 SEA LIGHT M ETAVANTE -M 206-684-3000, WA $461.38 03113 88116 SEA LIGHT METAVANTE -M 206 - 684 -3008, WA $4,640.74 08113 06116 SEA LIGHT M ETAVANTE -M 206- 684 -3000, WA $2,197.32 06113 06116 SEA LIGHT METAVANTE -M 206 - 684 - .3008, WA $33.18 01/13 06116 SEA LIGHT METAVANTE -M 206- 684 - .3000, WA $2,803.08 03111 08113 COMPLETE OFFICE 206 - 6280059, WA $54084 08110 08112 COMPLETE OFFICE 206- 6280059, WA 9227749 08110 08112 COMPLETE OFFICE 206 - 6280059, WA $4435 08/10 08/11 MOUNTAIN MIST 253 - 5356447. WA $670.75 08110 08111 SEA LIGHT METAVANTE -M 206 - 684 -3000, WA $125.38 01090452 (.9) 01090451 Q 01090450 Q 01090449 Q 01090448 It 01090447 It 01090446 n 01000445 II 01090442 II 01090441 Q 01090440 E1411.00576.68147.00� Q 607948 G? E1000. 05 514 230 31 011 ci 607948 /610- 01000 05 514 230 31 011 Q 607901 r7 91000 05 514 230 31 011 Q 562081019160117 91000.05.514 230.31.001 Q 01019661 ln+ 91000 16 542 630 47.001 91000.05.514230.31.001 91000.95.514.230.31.001 01000.05.514.230.31.001 01000.05.514.230.31.001 E1000.05.514.230. 31.001 01000.05_514 230 31.001 91000.05.514.230.31.001 01000.05.51423031 001 31000.05.514 23031.001 ©o noonted 1» Beollomnee ©i ®i Town aeiwil Level _heat an shown 1 unanea All Shawn Internet 1+i Change a GL Account Code by Query 1110 The GL Account Code change was successful • To log out of system, click on "Logout" at top of page kDo not use the internet explorer back arrow, as you will get a "webpage .,..:, �.i.p,,,,., --, CAI iVOL, .3, ., 'y,..,U ,,,,,, Cl s. vv,—t.,h,c,@s. has expired" notice Page 30 of 45 Procurement Card Manual UPDATING THE GL ACCOUNT CODE Change a GL Account Code for multiple transactions Need the GL Account Code changed for more than one transaction and don't want to change them individually. f Card Account Summary with Transaction List - Windows Internet Explorer C httpsillaccess .usbank.comfcpsApp1 USBComServIet #viewAnchor Goode �Ip File Edit View Favorites Tools Help rg Card Account Summary with Transaction List - • Page • /Tools • 1 +] Search Criteria Return to tact I -1 Transaction List Return to too Rends 1- 8 of 9 Chad Al I Shown I 'inched All Shawn Select S1atus. Trans Po W Merchant Id Date Dale City +Slale Amount Detail ke Purchase ID Accounling Code All of lT serving your 07/23 07/26 COMPLETE OFFICE 206 - 6280059, WA 693.21 n 599376 07723 07126 COMPLETE OFFICE 206-6280059, WA 5294.56 CR n 599376 07122 07126 COMPLETE OFFICE 206 - 6280059, WA 6294.56 CR n 599376 07119 07121 COMPLETE OFFICE 206 - 6280059, WA 6227.76 n 598408 07119 07121 COMPLETE OFFICE 206 - 6280059, WA 6152.21 n 599573 07116 07119 COMPLETE OFFICE 206 - 6280059, WA 5589.11 n 599376 07114 07/16 COMPLETE OFFICE 206 - 6280059, WA 51240.09 n 598408 07115 07116 PUGET SOUND FINANCE OFFIC PUYALLUP,WA 5150.00 n E 10 0 0, 05.514.230.31, 011 EI000.05.514.230.31.001 E000.05.514.230.31.001 E000.05.514.230.31.001 E 1000.05.514230.31.001 E1000.05.514.230.31.001 E100.05.514.230.31.001 r? Multiple lJ Disputed Ph Reallocated II la Trans Detail Level Chad All Shown I 'inched All Shown Reads 1 - 8 of 9 Reallocate = Mass Reallocate Ch Internet 100% • nee a GL Account Code for multiple transactions • Select the transactions for updating by clicking on the check box. L}s1.6 \hl18 vi. LI /L 4.1i %1, di'aL, Click the "Mass Reallocate" button Page 31 of 45 59 ' Transaction Management - Mass Reallocation - Windows Internet Explorer J https:iaccess,usbank.mmjcpsApp1 U55CsmServlet Google File Edit View Favorites Tools Help Transaction Management- Mass Reallocation Home Contact Us After establishing the new allocation, click the `Save Allocations' button to save changes. Exclude transactions from the save by selecting "Remove Transaction(sy checkboxes and optionally clicking the 'Remove Transaction(sr button. `= required Mass Reallocation Action: Q Replace Existing Allocations 0 Add Common Allocations Alloc% Accounting Code - Segment Name (Lengthl ACCOUNT TYPE I1) CLHoUOUNTCOUt tzar PROJECT ACCDUNT CODE izal r 1J.giriiiEi!iH.rtli 11111, Favorite 0. search -Lao' L 0.60 °s Save Allocations Additional Allocati on(s). Selected Transaction List Transactions that will be effected by the action taken above. Summary Total Number of Transactions: Procurement Card Manual UPDATING THE GL ACCOUNT CODE 60 page - -Tools A Internet 1001 • Change a GL Account Code for multiple transactions • Change the percent to 100% • Change the GL Account Code • Click "Save Allocations" Page 32 of 45 Procurement Card Manual UPDATING THE GL ACCOUNT CODE Are You Sure? - Windows Internet Explorer - J.:J ar. ■ !O, https:jjaccess,usbank. oro opsApp1 USBCornServlet 600gle File Edit View Favorites Tools Help i4 eAre You Sure? embank. Are You Sure? Account Administration Transaction Management • Card Account List • Tranaacton Lot Account lnformati on Reporting Data Exchange My Personal Information Home Contact Us All of p servdnq you. You have chosen to Replace all selected transaction allocations with the same common allocation(s). This will effect 6 transactions totaling $1,620.05. The following will replace each selected transaction allocation. Prepopulated Accounting Code Selection Accounting Corte Alloc % Current Name 100.00% E1000.05.514.230.31 VI Scroll tlowwn to review whatthe seledetl transactions would look like with the change applied. Are you sure you want to change these allocations? Detail of Changed Transactions Trans Date 69erchant Amount Pnepopulated Accounting Code Selection Current Name Accounting Code 07723/2010 COMPLETE OFFICE $294.56 GR 07/2212010 COMPLETE OFFICE $294.56 GR 07/19/2010 COMPLETE OFFICE 9227.75 07119/2010 COMPLETE OFFICE $152.21 0711612010 COMPLETE OFFICE $589.11 07/14/2010 COMPLETE OFFICE $1,240 09 E1000.05.514.230.31 011 E1000.05.614230,31.011 E1000.05.514.230.31.011 E1000.0551423031.011 E1000.05.514.230.31.011 EI D00.05514 230.31 011 i Internet 4 100% Change a GL Account Code for multiple transactions • Verify the transaction GL Account Code changes • Click "Yes, Save Allocations" Page 33 of 45 61 T Card Account Summary with Transaction List - Windows Internet Explorer Procurement Card Manual UPDATING THE GL ACCOUNT CODE Apply Multiple GL Account Codes to a Transaction CW# mo' https:Peccess. usbank,mmicpsApp11058Com5ervlet File Edit View Favorites Tools Help ',*'Card Account Summary with Transaction List Data Exchange My Personal Information Home Contact Us ® - Li Ewe 1 —] Card Account Summary Account Number Account Name Q._9318 CRAIG ZELLERHOFF Billing Cycle Close Date:) Open CIED QOpen Account 1 +] Search Criteria Return to top 1 -1 Transaction List Return to toa Records 1 -sofa Check All Shawn Uncheck All Shown. Select Status Trans Posihnp Merchant Date Date City +State Amount De[arl 9r Purchase ID i' Accounting Code ❑ 07123 07126 COMPLETE OFFICE 206 - 6280059, WA $93.21 Q 599376 r� EI000.05.514.230.31.011 ❑ 07123 07126 COMPLETE OFFICE 236-5280059, WA $294.56 CR n 599376 f• El000.05.514230.31.011 ❑ 07122 07126 COMPLETE OFFICE 206 - 6280059, WA $294.56 CR a 599376 (N+ EI000.05.514.230.31.011 ❑ 07119 07121 COMPLETE OFFICE 200 - 6280059, WA 5227.76 a 598408 (A El000.05.514.230.31.011 ❑ 07419 07121 COMPLETE OFFICE 206 - 6280059, WA $152.21 a 599573 9A4- EI000.05.514.230.31.011 ❑ 07416 07119 COMPLETE OFFICE 236- 5280059,WA $589.11 n 599376 f• El000 05 514230 3.1 011 i 07114 07116 COMPLETE OFFICE 206 - 5280059, WA $1,240.09 a 598406 94- El000.05.514.230.31.011 ❑� 07115 07116 PUGET SOUND FINANCEOFFIC PUYALLUP, WA 5150.00 CD 54 Mufiole Isputed (Al Reallocated II 6j Trans Detail Level Internet Apply Multiple GL Account Codes to a Transaction • To reallocate a purchase to multiple GL Account Codes, click on the select box at the left of the transaction u • Click "Reallocate" OR • Click on the unallocated Accounting Code 62 Page 34 of 45 100 % This is how the accounting code looks after the reallocation has been done Procurement Card Manual UPDATING THE GL ACCOUNT CODE Transaction Management - Allocations Tab - Windows Internet Explorer ■ L https: Yaccess,usbank .mmjcpsOpplIUSHCamServlet File Edit View Favorites Tools Help 0 I ; Transaction Management - Allocations Tab Change either amount box or percentage box Done 1 }r X 3a;gle Status Trans Date Posting Date Merchant City, State/Province Amount Detail Ff Purchase ID Accounting Code 07/15 07/16 PUGET SOUND FINANCE OFFIC PUYALLUP, WA 0150.00 nj cap Multiple ODisputed O. 03 Trans Detail Level r> Reallocated Summary Allocations 1 User Loe Items Tools - The Allocations tab provides the ability to reallocate a transaction by changing the accounting information to allocate an amount to a different cost center. The reallocation can be to one or to multiple accounting codes. You can allocate amounts by dollar amount or percentage. Total allocation amounts must equal 10010 of the transaction. To allocate 10 additional accounting codes, click the' Add' button. After adding, modifying or deleting allocations, clickthe °Save Allocations° button to save changes. = required Allocation Source: User Last Changed hy: Zellerhofi, Craig Remove Amount Percent Accounting Code - Segment Narne [Length} ACCOUNT TYPE 11l GL ACCOUNT CODE 50 PROJECT ACCOUNT CODE (v} Favorite ❑ g 100.00 OR 66.67„ ❑ $ 50{10 OR 3333„ cater 01 150.00 100.00 „ 0.00 O.QO„ dditional Allocation(s). Rows marked for deletion are rn..r om Total Allocated and Amain Save Allocations Q, 1000.05.514230.40.00 01}004.516 2{}049. GO Add as Favorite Add as Favorite ly Accounting Code: v CID Apply Multiple GL Account Codes to a Transaction Internet t1[10% The transaction can be allocated by using an amount, percentage or adding additional allocation lines up to a maximum of 99. • Amount — change the amount and GL Account Code for each line item for the transaction • Percentage - change the percentage and GL Account Code for each line item for the transaction • Additional Allocation — Input the number of additional lines and then change the amount or percentage and GL Account Code for each line • Click "Save Allocations" button when finished r1rVUi- cickUiCJ _vi'i vdriCii rVVtlV�ii Page 35 of 45 63 Procurement Card Manual PRINTING ONLINE MONTHLY STATEMENTS Printing Monthly Statement At the end of a billing cycle, each cardholder will need to print out a statement from the US Bank website. (See appendix "E" for PCard Statement Processing Schedule) A hard copy statement will not be sent to the City of Tukwila. This statement is matched to all transaction backup and given to the department Reconciler. Login • Click "Account Information "_on the menu log Cardholder Statement Welcome To Access Online - Windows Internet Explorer e hops :JJaccess.usbank.comJcpsApplA v I �-' fit X-1 Google File Edit View Favorites Tools Help *Welcome To Access Online Page - Tools - U.S. Bank Accesso Online [flank. Message(s) from Access Online Account Administration 'Transa*-+�nn ur�nanem ent :count Enforrnati on rHirg — Data Exchange My Personal Information Home Contact Us '.Velcome to Access Online! Stretch your program limits and streamline payment Online, our innovative program management and reporting tool. This web- enable plafform that can he easily configured and deployed to meetyour unique needs... solutions anytime. anywhere with Access Online. Bienvenue surAccess Online! Repoussezles limites de votre programme et sirr paiement avec Access Online. notre outil novateur d"etablissement de rapports e Cet outil Internet offre tine plate -forme riche en fonclionnalites qui peut etre aiser pour repondre a vos besoins particuliers..Accedeza vos solutions de paiement E soyez, aeec Access Online. Done v Internet 100% - ( Account Information - Windows Internet Explorer 10] https ,JJaccess,usbank,comJcpsApplit `* [x] Google File Edit View Favorites Tools Help SPr 0 Account Information git ® - Page Tools - " • Under Statement column, click on "Cardholder Account IA 1 Statement" "iVbanlc. Account Information Account Administration Transaction Management Accalr+lnformation • AcccunWrofle tReporting Data Exchange My Personal Information Horne Contact Us Statement View account statement(s • Diversion Account Staternent Account Profile View account demographics. limits, accounting code, and other related information. • Cardholder Account Profile • Managing Account Profile • Diversion Account Profile 64 Page 36 of 45 Internet Procurement Card Manual Search for Account 1 Insert the "last nam of the person whos statement is to be viewed /printed. Select Billing Cycle • ■ PRINTING ONLINE MONTHLY STATEMENTS Search EL Select an Account - Windows Internet Explorer hops: jjaccess. usbank .mmkpsAppljLISBComServlet '1 _`- I ". File Edit View Favorites Tools Help Search & Select an Account - -.'• Page - Tools - U.S. Bank Access© Online thank. Cardholder Account Statement Search & Select an Account Account Administration Aransaction Management ccount Information • Statement e. Account Profile Reporting Data Exchan g e My Personal Information Home Contact us View Diversion .Account I View Managing Account Cardholder Account Search I Search for an account by Cardholder Account Number. Name. or Social Security' Number. You can also cardholder account by first Searching for a Managing Account. Account Number: Last Name [er Vehicle QR zdierhoff Soci ecunty Number. OR First Name: r ➢L 0 Internet 01001 - Go to the "Select Billing Cycle" box and select a billing cycle Use drop down arrow for a list of all billing cycles Once billing date is selected, Click on the "View statement" button (� Select Cycle - Windows Internet Explorer httpo :Ilaccess • usbank• com jcpsApp l OBComServlet File Edit View Favorites Tools Help 41 i * SelecL Cycle [- lFollxl Google f�l Page - Cif Tools - U.S. Bank Access© Online bank. Account Administration Transaction Management Account Information Profile Reporting. Data Exchange My Personal Informal' Account Information Cardholder Account Statement I Card Account Plumber: 9318. CRAIG ZELLERHDFF To view a statement, select a cycle and click the 'View Statement" button. please Note: The stateme be used for remittance of payment; it is for display purposes only. Select Billing Cyc Home Contact Us All of Q serving you - < Done 61 Internet '1%100% - Page 37 of 45 65 66 Procurement Card Manual PRINTING ONLINE MONTHLY STATEMENTS Select Cycle - Windows Internet Explorer https : jjaccess , usbank, comicpsApp 1 j05BComServlet File Edit View Favorites Tools Help sik 44 16 Select Cycle • ® !� . ..��h Page Jai Tools • U S Bank Access® Online CITY OF TU KWILA Our Payment Product? Logout 17bank• Account Information Cardholder Account Statement Account Administration Transaction Management Account Information • Account Profile Reporting Data Exchange My Personal Information Home Contact Us All of Q sen+ing you' Done Blank Page - Windows Internet Explorer Card Account Number: """^" ^aEI B. CRAIG ZEL Ly To help protect your security, Internet Explorer blocked this site From downloading X files to your computer. Click here For options... To view a statement, select a cycle and click the 'View Sta be used for remittance of payment it is far display purpos Select Billing Cycle: 07+1212010 v t:' Internet *s 100% Internet 100% Windows Internet Explorer message • When you click on the "View Statement" button, a pop up message appears • Right click on the message for options • Pick the option "download file" and do not close message screen • Click on "View Statement" one more time to view the actual statement rlL,ri Gil 'V lt.'u''a ., Lr uiir.iIL .G 'u liid Lilt of road oeULL.I W,u lIc Page 38 of 45 Procurement Card Manual PRINTING ONLINE MONTHLY STATEMENTS USBCamServlet[1].pdf - Adobe Reader File Edit View Domment Tools Window Help 50% Find Mbank Ili BAADDR'SFMBLE/TM PP.MAP FsT !@WILLA3 novhll•IIIIWIhVI^ 1111nh41II' °Iv1Jll91 .1,1 IXANAAIA t LA 121, .,O DDIP DYP CPAIG AEILIAMPEf CIIY # 1UmIGA 6NA 50THCENTEP BLVD RAIL LA RA PRISE -3S44 MCP IDEA .0111. ILIAD ltamtln. STAMEN. mDTP IRRAL AMID JUUDR 19pSTATTEIT Per MDFAIT PATNA POST TAY PAD 01111 TAAALLANIXSLAYAPR PLISAANSIIIAILA IC[ AWAIT Dili Ell .11111 Cll LT E RAAB PIA FIRM AIR IAP Pm PLR D UM TAP Pm Pin 061 PPD. CIA ffiS'SSP Nn RR m SSI[ TAP IPA m8 068 AoWl:TI off CT ALMA NA FIR 11 SUSX la I. 0109 Gf AI AI SlISTATAUSIDVP/LAW PILE o1 or PC.: IL PILLS SPA.. FIR 11 SELL I0.1YES PNIU kCIAAA3i CoIA. MG 1111911 CA ACf PINT DD. ACCPIIN'SLID. CUSTOMER SERVICE CALL I266 .IG5'• 93I8 '"r LIOD III O 350-314-5616 ,..."'" R"11 P'.IA:IPSYn C "S''SI S, sJ: nuanekaarm s : X PO CAM 1S,01,ln. s u•r° Arc lurvva rnv+ly DAL ACC S:.MFDI PDF of Statement • Print statement • Reconcile the statement amount to receipts and /or purchase confirmations • Verify the purchase amount(s) on the statement matches to the receipt(s) • Attach all appropriate backup to statement • Receipts smaller than 8 1/2 X 11 must be taped to a blank 8 1/2 X 11 sheet of paper 1 Page 39 of 45 67 C Card Account Summary with Transaction List - Windows Internet Explorer ] https: ijaccess usbank com icpsAppliOSBComServlet Google File Edit View Favorites Tools Help 1 a Card Account Summary with Transaction List Data Exchange My Personal Information Home Contact Us 1 —] Card Account Summary Account Number. Account Name. Billing Cycle Close Date: ® Open Account Q...0318 CRAIG ZELLERHOFF 1 +] Search Criteria Retarn m too 1 —] Transaction List Return to tap Renxds 1 of Check All Shown 1 Uncheck All Shown Tools No feeds etected on this page (3E +7) Feeds provide updated website content Select Status Trans Postnq Merchant I Date Date Ci �S[ate Amount Detail t^ Purchase ID " Accounting Code ❑ 07123 07126 COMPLETE OFFICE 206- 6280059, WA 593.21 ❑ 07123 07126 COMPLETE OFFICE 206 - 6280059, WA 5294.56 CR ❑ 07122 07126 COMPLETE OFFICE 206 - 6280059, WA 5294.56 CR ❑ 07119 07121 COMPLETE OFFICE 206 - 6280059, WA 5227.76 ❑ 07119 07121 COMPLETE OFFICE 206 - 6280059, WA 5152.21 ❑ 07116 07119 COMPLETE OFFICE 206- 6280059,994 5589.11 ❑ 07114 07116 COMPLETE OFFICE 206- 6280059, WA 51,240.09 ❑ 07115 07116 PUGET SOUND FINANCE CFFIC PLIYALLLJP,WA 5150.00 n 599376 1? E1000.05.514.230.31.011 n 599376 i E1000.05.514.230.31.01) n 599376 61? E1000.05.514.230.31.011 n 598408 I? E1000.05.514.230.31.011 n 599573 (A - E1000.05.514.230.31.011 n 599376 (8- E1000.05.514.230.31.011 n 598408 (81 E1000.05.514230.31.011 n 6 Multiple ▪ Saputed (17 Reallocated CI, ® mans Detail Level Procurement Card Manual PRINTING ONLINE MONTHLY STATEMENTS 68 vi Internet tun. Tips /Reminders for Statement processing • • Maintain transactions weekly to ensure timely processing of monthly statements. • See the PCard Statement Processing Schedule for dates when « Lci II; r .At, , vv len online statements are available to print. Page 40 of 45 Procurement Card Manual RECONCILATION PROCESS The reconciliation process consists of three stages over 8 working days. The process begins with the reconciliation of the statement, then approvals and followed by audit and review. The PCard statements will close on the 27th of each month. See the PCard Reconciliation schedule on Tuknet for the reconciliation processing dates by month (see appendix "E" for 2010 Process Calendar). • • • • • • • • Correct GL Accoun t Codes • All Receipt s Attach ed • Purcha ses busine 1 Statement Reconciliation During the open statement period, the cardholder or reconciler should frequently monitor all cardholder transactions online to maintain their personal online account in a timely fashion. Page 41 of 45 69 70 Procurement Card Manual Not maintaining the GL Account Coding online within the reconciliation period in a timely manner may result in the PCard being revoked. GL Accounting Codes GL Account Code changes are required to be corrected by the end of the day on WD2 after the statement closes. If the default GL Account Code is not correct, follow the directions for online Updating the GL Account Code, previously covered in this manual. Failure to change the GL account before the deadline will mean the cardholder or reconciler will need to request Finance to complete a journal entry to move the charge. Such request must be approved by the Department Director and PCard Administrator. RECONCILATION PROCESS Statement The City of Tukwila PCard monthly statement closing date is the 27th of the month. When the last day of the month falls on a weekend or banking holiday, the last posting day for transactions is the next business day. The morning after the statement closes; the online statement is available for printing. PCard Packet Preparation The cardholder or reconciler prepares the PCard Packet, which includes the PCard Transaction Log, PCard Statement and Supporting Documentation. The PCard Packet is to account for purchase transactions made by a cardholder, obtain approval and provide documentation to Finance. The PCard Packet includes: • PCard Transaction Log — distributed by the Finance Department on WD3. (see appendix "C" for sample) • PCard Statement - printed online statement from the US Bank website for each cardholder. A hard copy via U.S. mail will not be provided. (See Monthly Statement section of manual for example on how to print out statement) • Supporting Documentation — includes a receipt or confirmation for each transaction listed on the US Bank online statement. Examples include: • Receipts • Invoices • Email receipts or confirmations • A copy of the "Training Attendance Request" (TAR) form needs to be attached for registration and travel receipts • All meal receipts for meetings must include where the event took place, who attended and an agenda Page 42 of 45 Procurement Card Manual Approval The completed PCard Packet is given to the Designated Approver or Department Director for signature (see roles and responsibilities). The approved PCard Packet is forwarded to the Finance department by the end of WD5. Page 43 of 45 71 72 Procurement Card Manual RECONCILATION PROCESS Finance Review Finance will review cardholder PCard Packets for: • Use tax • Acceptable receipts • Correct account coding • Correct splitting of charges • Appropriate use of card • Fraud • Personal use • Approval signatures, etc... Purchase transactions are uploaded to Eden and posted to the transaction month in which the purchase took place. PCard Payment Payment for purchases made by PCardholders is processed by US Bank through automatic withdrawal from the City bank account two days after the statement close date (27th of each month). The payment time frame is supported by the reconciliation and review process ensuring each purchase is supported by an invoice or receipt and reviewed by the Department Director. Random Physical Audit Random physical audits are to ensure items purchased with the PCard remain on City of Tukwila property and used for business purposes. On a periodic basis the Fiscal Coordinator Payroll and Accounts Payable is responsible for performing a physical audit based on a random selection of purchased items. Results of the audit are documented and reported to the PCard Administrator. Lost Receipt An "Affidavit of Lost or Destroyed Receipts" need to be completed by the cardholder and signed by a Department Director and PCard Administrator for any lost or stolen receipt. Multiple lost receipts will result in cancellation of the PCard. The affidavit form is available on TukNet, under the Finance department. See appendix "D" for sample of form. Page 44 of 45 Procurement Card Manual Procurement Card (PCard) Administrator email pcardadmin @ci.tukwila.wa.us Procurement Card (PCard) online HELP! • PCard User Manual • PCard Application • PCard Affidavit • PCard Training Slides Finance Department Contacts Peggy McCarthy — PCard Administrator Finance Director 206 - 433 -1839 peggy.mccarthy @tukwilawa.gov Craig Zellerhoff — PCard Administrator Fiscal Coordinator — Payroll & AP 206 - 433 -1836 craig.zellerhoff @ tukwilawa.gov Diane Jaber Fiscal Specialist — Accounts Payable 206 - 433 -1871 diane.jaber @tukwilawa.gov Page 45 of 45 CONTACTS 73 City of Tukwila 2011 Accounts Payable Summary September 2011 The City of Tukwila procurement card (PCard) is a commercial credit card to be used specifically for purchasing goods and services for the City. The PCard has expanded the City purchasing options by increasing the available vendors, generating revenue through a rebate, reducing the use of petty cash, streamlining smaller dollar purchases and improving the purchasing process. In 2011, the PCard has accounted for 67.3% of all city purchases and has earned the City a rebate of $32,510. Approximately 50% of all PCard transactions are less than $100. This represents a significant savings when comparing the traditional PO cost of $89.58 per transaction versus $19 for a PCard transaction. AP Quick Stats Issued Pcards Active Pcards 126 114 2011 AP Spend $ 33,057,916 Pcard Spend $ 2,955,495 Pcard Rebate 32,510 Total lnvoices 9,850 Pcard Invoices 6,633 % Pcard Invoices 67.34% 2010 AP Spend $ 13,853,385 Pcard Spend $ 1,845,281 Pcard Rebate 23,079 Total lnvoices 5,029 Pcard Invoices 2,247 % Pcard Invoices 44.68% AP Purchasing Summary Average Average Checks Check Invoices Invoice Purchase PCard Date Total Issued Amount Processed Amount Orders Transactions Average Pcar. Amount Transactio JAN $ 1,314,677 67 $ 19,622 FEB 1,997,837 181 11,038 MAR 2,122,735 195 10,886 APR 2,134,454 215 9,928 MAY 5,813,588 407 14,284 JUN 5,292,568 222 23,840 JUL 3,980,352 212 18,775 AUG 6,134,619 305 20,114 SEP 4,267,087 169 25,249 OCT NOV DEC 81 $ 16,231 334 5,982 348 6,100 386 5,530 615 9,453 410 12,909 396 10,051 302 20,313 345 12,368 11 576 $ 324,006 $ 563 38 776 296,005 381 52 774 408,860 528 74 818 253,762 310 45 780 369,715 474 40 723 323,707 448 39 791 343,856 435 50 748 366,122 489 28 647 269,462 416 $ 33,0579'" 377 6,633 $ 2,955,495 $ 449 Savings per transactional over traditional PO (per 2010 benchmark study) $ PCard vs. PO Savings 468,157 Rebate Earned 32,510 2011 City of Tukwila PCard Savings $ 500,668 70.58 PCard statements include transactions posted by the 27th of each month * City wide PCard program began 9/1/2010 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 Monthly Spending JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC - Invoice Purchases -PCard Purchases I 900 800 700 600 500 400 300 200 100 Monthly Transactions JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC - Checks - Invoices -PCard - Purchase Orders $30,000 $25,000 $20,000 $15,000 $10,000 $5,000 Average Payment $o JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 1 - Checks - Invoices -PCard 450 400 350 • 300 0 .71 250 co • 200 PCard Transactions by Dollar Spend 1=150- 100 50 0 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC -< $100 -$100 - 200 -$200 - 500 -$500 - 1,000 - $1,000 - 5,000 -> $5,000 r5 76 Top 25 Vendors by Transactions Transactions Vendor Name 1 Amount 467 SEA LIGHT METAVANTE -M $ 233,462 348 NAPA STORE 3767007 28,435 301 COMPLETE OFFICE 56,285 198 LOWES #00010* 10,654 159 SPRINT *WIRELESS 85,59E 130 BLUMENTHAL UNIFORMS AND E 27,835 107 THE HOME DEPOT 4705 10,115 92 G000LE *G0002461729549 46,195 84 CASHNCARRY561 52105616 15,205 83 HONEY BUCKET /FLOHAWKS 11,584 79 G006LE *2461729549 39,505 67 G006LE *ADW52461729549 40,822 60 EUREST /THOMPSON DINING 954 59 WW GRAINGER 8,491 56 ALARM CENTER INC 7,955 50 CPM DEVELOPMENT CORP 26,791 49 FACEBOOK.COM *ADS 1,46E 41 HORIZON DISTRIBUTOR -540 9,857 41 CARQUEST 01037621 2,207 40 HIGHLINE WATER DISTRICT 0 3,811 40 AMERICAN HOSE AND Fl 3,153 39 CINTAS #460 3,217 38 NATIONAL SAFETY INC - 16,471 34 OFFICE DEPOT #984 2,562 29 BOWEN SCARFF FORD SALES 1 7,005 Top 25 Vendors by Dollar Spend 57 .15 .16 .15 .34 .72 .95 .28 .80 .06 .00 .16 77 53 .12 .60 .68 .89 .40 .95 .95 .91 .76 .09 .33 Top 25 Vendor Categories by Transactions Transactions Vendor Category ' 1 Amount 537 AUTOMOTIVE PARTS,ACCESSO $ 61,511.47 535 UTILITIES - ELECTRIC, GAS , WA 239,138.61 360 ADVERTISING SERVICES 179,996.01 329 WHOLESALE OFFICE SUP 62,319.59 322 HOME SUPPLY WAREHOUSE STORES 25,860.83 286 WHOLSALE INDUST SUPP 132,215.67 177 TELECOM SVC /CRED CRD CALL 93,549.69 174 BUSINESS SERVICES -OTHER 154,169.38 170 MISCELLANEOUS AND SPECIAL 89,403.95 162 GROCERY STORES,SUPERMARK 17,999.94 153 EATING PLACES AND RESTAURANTS 8,256.30 141 PROFESSIONAL SERVICES 39,930.68 141 WHOLESALE UNIFORMS 31,510.65 125 SPORTING GOODS STORES 60,982.02 118 WHOLESALE CONSTRUCT 48,207.76 116 HEATING, PLUMBING, AIR CO 55,736.87 87 CHARITABLE /SOCIAL SERVICE 23,203.09 86 OTHER DIRECT MARKETER 65,505.82 76 WHOLESALE COMMERCIAL 87,015.42 73 FAST FOOD RESTAURANTS 2,857.19 69 AUTO & TRUCK DEALERS,NEW 21,222.90 67 GOVERNMENT SERVICES -OTHER 80,166.43 66 CLOTHING-RENTAL & COSTUME 5,367.14 65 PUBLISHING /PRINTING 39,778.21 1 Top 25 Vendor Categories by Dollar Spend Transactions Vendor Name Amount 13 467 MITEL NETWORKS INC $ 243,559 SEA LIGHT METAVANTE -M 233,462 159 SPRINT *WIRELESS 85,59E 5 CTY OF RENTON FIN DIV #1 70,631 7 DMI* DELL K -12 /GOVT 66,634 301 ICOMPLETE OFFICE 56,285 19 INTEGRA TELECOM 54,882 2 DATEC, INC 54,223 92 000GLE *G0OG2461729549 46,195 8 UNITED PIPE & SUPPLY 23 45,995 67 000GLE *ADWS2461729549 40,822 79 000GLE *2461729549 39,505 4 DESTINATION MEDIA ALLIANC 37,072 21 MCKINSTRY CO LLC 34,362 1 COMP MANAGEMENT 31,619 2 FLINT TRADING, INC. 29,445 348 NAPA STORE 3767007 28,439 13 MERIT MECHANICAL INC 28,095 130 BLUMENTHAL UNIFORMS AND E 27,835 50 CPM DEVELOPMENT CORP 26,791 17 SEA WESTERN INC 24,76E 1 SPECIAL ASPHALT PROD 24,279 4 KIRO AM KBSG FM KTTH A 24,005 13 FERGUSON ENT #3156 23,735 2 QWEST *INTERPRISE 23,559 Transactions Vendor Category Amount 41 60 TELECOM EQUIPMENT 57 .34 .10 .82 .16 .47 .28 .94 .16 .00 .00 .03 .49 .37 .15 .22 .72 .60 .81 .44 .00 .19 .13 307,999.90 8.61 6.01 JSJ U 111-1 11C-CI-CI 1 RIL, I.]H , VV/1 LJ7,1: 360 ADVERTISING SERVICES 179,91 174 BUSINESS SERVICES -OTHER 154,1E 286 WHOLSALE INDUST SUPP 132,2: 177 TELECOM SVC /CRED CRD CALL 93,54 170 MISCELLANEOUS AND SPECIAL 89,4( 76 WHOLESALE COMMERCIAL 87,07 67 GOVERNMENT SERVICES -OTHER 80,1E 25 WHOLESALE COMPUTERS/ 77,3( 23 COMPUTER REPAIR /MAIN 73,53 86 OTHER DIRECT MARKETER 65,5( 329 WHOLESALE OFFICE SUP 62,31 537 AUTOMOTIVE PARTS,ACCESSO 61,57 125 SPORTING GOODS STORES 60,9E 116 HEATING, PLUMBING, AIR CO 55,73 118 WHOLESALE CONSTRUCT 48,2( 28 GENERAL CONTRACTORS - RES 42,9E 141 PROFESSIONAL SERVICES 39,93 65 PUBLISHING /PRINTING 39,73 55 WHOLESALE DURABLE GO 36,91 141 WHOLESALE UNIFORMS 31,57 36 WHOLESALE PLUMBING /H 30,74 43 CATALOG MERCHANT 29,73 44 WHOLESALE HARDWARE /S 28,85 9.38 5.67 9.69 3.95 5.42 6.43 4.30 2.89 5.82 9.59 1.47 2.02 6.87 7.76 0.17 0.68 8.21 6.89 0.65 9.81 4.77 9.23 Department Pcard Limit Increase Missing Receipt Personal Use Personal Use Repaid Trans Dollars Dollars January April February May March Trans Dollars Trans Dollars Trans Dollars Council - - - - 32 5,338.09 7 817.79 12 1,618.42 13 2,901.88 Mayor 1 259 127,179.15 77 32,357.61 95 30,384.16 87 64,437.38 Human Resources 1 14 4,771.12 7 2,525.76 5 1,378.26 2 867.10 Finance 294 364,627.31 71 161,062.60 132 82,038.61 91 121,526.10 Recreation 2 2 32.33 (32.33) 193 36,562.87 49 7,092.12 81 15,808.35 63 13,662.40 DCD - - - 53 15,319.60 10 4,151.07 18 2,779.47 25 8,389.06 Court - - - 48 4,741.45 16 1,437.57 19 60 2,181.91 13 1,121.97 Police 6 - - 207 73,715.07 47 10,500.06 10,778.01 100 52,437.00 Fire - - - - 116 50,357.20 36 21,425.54 40 17,227.30 40 11,704.36 16,446.74 IT 2 47 60,537.44 12 29,773.06 12 14,317.64 23 PW 7 48.44 (48.44) 700 231,941.31 204 47,450.74 245 98,059.93 251 86,430.64 Park 56 9,992.58 18 2,130.33 16 2,419.49 22 5,442.76 Golf 1 - 107 43,787.57 22 3,282.07 41 17,013.22 44 23,492.28 Totals 20 2 80.77 (80.77) 2126 1,028,870.76 576 324,006.32 776 296,004.77 774 408,859.67 Council Mayor 19 7,135.19 4 128.63 13 6,894.06 2 112.50 2 23.70 (23.70) 284 141,784.64 94 39,653.12 85 46,688.37 105 55,443.15 Human Resources Finance 1 1 36 7,570.02 8 1,424.42 19 3,077.97 9 3,067.63 293 284,467.88 100 60,786.77 91 123,580.61 102 100,100.50 Recreation DCD Court Police 5 1 299 73,292.53 112 20,316.40 99 28,800.56 88 24,175.57 2 58 14,884.68 17 1,917.42 21 8,684.72 20 4,282.54 40 12,809.75 16 8,472.46 11 2,775.46 13 1,561.83 1 1 222 63,013.09 88 21,331.64 65 19,140.26 69 22,541.19 Fire 96 41,504.81 24 8,654.45 39 14,953.00 33 17,897.36 IT 3 42 45,241.12 11 3,155.07 22 24,790.65 9 17,295.40 PW Park Golf 2 26.19 (26.19) 718 189,213.16 271 62,310.60 240 70,140.09 207 56,762.47 - 56 8,720.08 11 1,886.40 22 2,578.93 23 4,254.75 1 1 158 57,547.39 62 23,725.07 53 17,609.89 43 16,212.43 Totals 16 5 49.89 (49.89) 2,321 947,184.34 818 253,762.45 780 369,714.57 723 323,707.32 .11114 Department D.. gartment Pcard Limit Increase Missing Receipt Personal Use Personal Use Repaid Trans Dollars July April May September June Trans Dollars Trans Dollars Trans Dollars Council Mayor 19 7,135.19 4 128.63 13 6,894.06 2 112.50 2 23.70 (23.70) 284 141,784.64 94 39,653.12 85 46,688.37 105 55,443.15 Human Resources Finance 1 1 36 7,570.02 8 1,424.42 19 3,077.97 9 3,067.63 293 284,467.88 100 60,786.77 91 123,580.61 102 100,100.50 Recreation DCD Court Police 5 1 299 73,292.53 112 20,316.40 99 28,800.56 88 24,175.57 2 58 14,884.68 17 1,917.42 21 8,684.72 20 4,282.54 40 12,809.75 16 8,472.46 11 2,775.46 13 1,561.83 1 1 222 63,013.09 88 21,331.64 65 19,140.26 69 22,541.19 Fire 96 41,504.81 24 8,654.45 39 14,953.00 33 17,897.36 IT 3 42 45,241.12 11 3,155.07 22 24,790.65 9 17,295.40 PW Park Golf 2 26.19 (26.19) 718 189,213.16 271 62,310.60 240 70,140.09 207 56,762.47 - 56 8,720.08 11 1,886.40 22 2,578.93 23 4,254.75 1 1 158 57,547.39 62 23,725.07 53 17,609.89 43 16,212.43 Totals 16 5 49.89 (49.89) 2,321 947,184.34 818 253,762.45 780 369,714.57 723 323,707.32 .11114 Department Pcard Limit Increase Missing Receipt Personal Use Personal Use Repaid Trans Dollars July August September Trans Dollars Trans Dollars Trans Dollars 5 508.30 3 468 2 40 Human Resources Recreation Human Resources Recreation 270 130,603.45 97 45,504.65 96 44,352.19 77 40,746.61 25 5,841.83 7 2,144.40 7 2,621.11 11 1,076.32 9.42 (9.42) 279 132,518.48 90 41,336.83 110 55,241.98 79 35,939.67 250 62,356.70 88 22,867.30 72 16,292.56 90 23,196.84 54 20,086.97 12 10,049.85 16 4,593.79 26 5,443.33 31 6,294.15 14 3,580.71 12 1,513.36 5 1,200.08 254 68,397.51 106 26,528.09 74 17,497.71 74 24,371.71 3 112 59,730.76 38 11,588.26 37 30,247.13 37 17,895.37 2 59 109,100.53 20 54,080.12 18 48,521.56 21 6,498.85 11 0.52 (0.52) 668 317,389.64 244 96,749.17 238 122,070.88 186 98,569.59 43 8,022.01 20 5,521.95 15 1,692.62 8 807.44 1 136 58,589.89 55 23,904.73 50 21,008.64 31 13,676.52 24 4 9.94 (9.94) 2,186 979,440.21 791 343,856.06 748 366,121.83 647 269,462.33 Pcard Limit Increase Missing Receipt Personal Use Personal Use Repaid Trans Dollars October November December Trans Dollars Trans Dollars Trans Dollars 77 78