HomeMy WebLinkAboutRes 1750 - Procurement Card (PCard) Program1908
City of u la
Washington
Resolution No. 1 O-S 0
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 ,a I ST day of N pt/P_ n4- b.e -v , 2011.
ATTEST /AUTHENTICATED:
Christy O'Flahert , CMC, ity Clerk
APPROVED AS TO
f
ke`�Ciyy Attorney
BY:
Sh
Allan Ekberg, Council Presi ent
Filed with the City Clerk: 1)46-11
Passed by the City Council: 11
Resolution Number: ) )S (')
Attachment: Exhibit A, Procurement Card (PCard) Policy
W: \Word Processing- City \Resolutions \PCard Program Adopted 11 -1 -11
CZ:mrh
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PROCUREMENT CARD (PCard)
POLICY
2010
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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
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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.
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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
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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
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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.
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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.
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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.
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ROLES
Upon request from a Department Director, this individual will make a change to
a card holder's monthly or individual transaction limit.
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Purchasing Ethics
Procurement Card Manual
ACCOUNTABLILITY, ETHICS CONTROLS
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.
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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.
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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
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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.
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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.
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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.
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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
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Procurement Card Manual
US BANK ONLINE SETUP
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Licensing Agreement
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Licensine Aereement
Read Licensing Agreement
Click "I accept" at the bottom of page to use online services. This is required to
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Procurement Card Manual
US BANK ONLINE SETUP
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
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Click "I accept" at the bottom of page to use online services. This is required to
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Procurement Card Manual
US BANK ONLINE SETUP
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Online Registration
User ID
Procurement Card Manual
US BANK ONLINE SETUP
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Select a question from the
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Contact
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Enter your name as shown on
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For address use
6200 Southcenter Blvd,
Tukwila, WA 98188
Enter your work phone and
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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
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3
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Page 20 of 45
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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.
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Page 21 of 45
t ,e- Welcome to Access Online gf, U t Page
U. S. Bank Access' OnHne
i
Account Login
E Mbank.
Welcome to Access 0ini inlet
Contact us
Please enter the information below and login to begin.
Go to website
O rganization Short flame:
httr)s: /access.usbanl<.com
V
3
/cr)sADD1 /index.isr)
user to
Save as favorite
Enter personal login
Pdaaw�'0 n�.
information
Click "Login"
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Welcome To Access
Online i r i Page Tools
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U.S. Barak A,ccesvD Online
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View Transactions
Mbank,
Message(s) from Access Online
'elcorne to Access Online! stretch your program limits and streamline
aun drn cis
Online, our innovative program management and reporting tool. This ,v
Click on Transaction
Transaction Managemen U
platform that an he easily conf gored and deployed to meet your tlniqu
Management
Ac cow, MMW
Sa I Access Online
Re porti n g
aOnSaanytl kme, aa#yatiherewth
aza xa aaza xzaa xzaa
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
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Page 21 of 45
View Transactions
Click on
"Transaction List"
Procurement Card Manual
ACCOUNT LOGIN
Transaction Management 9 fii Page Tools
U.S. Bank Accessr Online
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
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Page 22 of 45
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Updating the GL Account Code
Procurement Card Manual
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,icle Close Este Pen v
1 +I Search Criteria RF1 -1,,-
1 -1 Transaction List R.— tc
Re¢ni -F
I °:I r� Page ,f Tools
This page shoNvs an
J ar
open billing cycle. Past
billing c� -c les can be
shown by nsing the g
a1ToNv down fiuiction
and then clicking the
07719 07121
COf.1PLETE OFFICE
296- 6289959, oN
$227.76
si 598408
EI(Nrl OS n14 2401 1 MI,
07119 07!21
COMPLETE OFFICE
206 6289959. A4A
$152.21
k i i 599573
EIAnR An F14 2R0.3l AN
07716 0719
COf.1PLETE OFFICE
206 6280059, oN
$589.11
iii 599376
EI000.05.514230.31.001
0714 0716
COMPLETE OFFICE
206- 6280059,A4A
$1,240.09
t3i,' 598408
E100.05.514.230.31.001
OT15 07.16
PUGET SOUND FIN.ANCEOFFIC PIJY�LLUP, dA
$159.90
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Page 23 of 45
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}.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
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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.
Page 24 of 45
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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:ksW!i
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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
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 "Add 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:ksW!i
a
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
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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 7M 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,
e%'A.
$461.70
08113 08116
SEA LIGHT I,1FT4V..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- 6200019.
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
$67075
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
01090452
FIAAA OP P14 2W? 1 MI
S 01090451
EIM1111P 514231131 MI
01090450
F1000 OP 315 230.31.001
.i 111 0 9 114 4 9
PAM. At 514230.31.001
01090448
RAM OP. 9142 1O 1 1 MI
gin? 01090447
FI000 OP. 114 730 31 001
(y 01090446
E1000 055152 ^0.71.001
(li? 010904.45
FI000 OF. 114 7M 31 001
T1s 01090442
EIOM O^. 114 2i0 91 001
S 01090441
E1000 OE514 230 71 001
!1 010904.40
FIMAA5514 2W 31 001
pt} 007948
EIM1111P. 514 231A 31 011
(y 607940
;1<.
E1000 05515270.71.Oil
..Se 607901
F1 AAA 0P P142M ?1All
J0 552081019150117
EIMO 01. 114 230 91 MI
tT 01019561
E1000.16542.670.47. 001
Internet 'I!"100%
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
Page 26 of 45
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Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
r htt henk,wn R IHSBCun Servlet
ps:Ifeuess us Ices PP f
File Edit View Favorites Tools Help
`O1 ;iP Trans action Management Allocations Tab j`; 01¶ Page S Tools
Data Exchange Transaction Summary A.
My Personal Information
Status r; Posthai r r AoDountuatinCode
Home 08113 08115 SEA LIGHT METAV'ANTE -fl 205 -584 -3000 NA $2,803.08 0310 01000440 E1000.05.514.230.31AO
Conisa$ iu7 Cisr-i tt),''11 T Cxtsil =,I Rxellecsi,
summary I Allccaticns I user Linetems
The Alocations tah provides the ability to reallocate a transaction hP changing the accounting information to
allocate an alnountto a dr1erent cost renter. The reallocation can he to one orto multiple accounting codes.
You can allocate amounts hP dollar amount or percentage. Total allocation amaunta muot equal 10055 otthe transaction. To allocate to additional accounting codes, elickthe -dd"
nutter.
After adding, Todityirg ar deleting allocations. clickthe "Save Allocations button to save changes.
required Allocation Source'. Default ACA Code Lact Changed W: 54ctem
5 2863,03 'DR 1 100.00 I C,, �11.00 `q`
°Vera
go
Total �.Ilocated: sI 2803.08 I 100.00 z; APPIr e.ccounting Cade: v
maunt Remaining sl 0.00 I 0.0014 Additional 4-3catiomsCl 1
Mute: Rowe marked for deletion are Subtracted Ton Total Allocated and Anount Remaining'valuec.
3
Chanee a GI Account Code by Query
Enter a partial GI_ Account Code (see 411.00 as example)
Click on the magnifying glass
Results in a list of valid City of Tukwila GI_ Account Codes
C, Add as Favorlta
v
Internet 'a 100 /o
Page 27 of 45
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UPDATING THE GL ACCOUNT CODE
Chanee a GI_ Account Code by Query
Find the correct GL Account Code from the list
Click on "Select"
Page 28 of 45
https:ffaccess us6ank .mmfcpsApplfIJSEComServlet
n
File Edit
View Favorites Tools Help
n 1;
6 Search &Select Valid Value
Cfl Page a Tools
Raleci 411 An F76 6Rn 4n n1
BGiOD BORNE PATHOREIIR
Select 411.00.576.580.64.01
INTERFUNDTAXES ADOIISEIONT.AXES
Select 411 00 5 76.581.12 00
E;iTRA'. LABOR
Select 411 00 576.691.24 00
INDUSTRIAL INSURANCE
Select 411 00 5 76.681.26 00
UIIEHPLOIMENTCOI1PEIISU.TION
Select 511 101) 57b.581.28 101)
UNIFORM CLOTHING
Select 511 00.576.681.31.00
OFFI CE 9 OPERATINd SUPPLIES
Select 311.00.576.581.31.01
BUILDING SUPPLIES
Select 411.00. h71i. Fl .31.U2
RENTAL SUPPLIES'
Select 411 00 576.691.3104
REPAIR SUPPLIES
Select 411 00 5 715.581.34 01
PRO SHOP SUPPLIES IRESA.LE'.
Aalert 411 In F76 6R1 41 011
PROFFRRIONAL �ERVICER
Select 411 00 576.691.42 00
COMMUNICATION
Select 411 00 576.581.43 00
TRAVEL
Select 411 00 676.691.44 00
bDVERTISING
Select 411 00 576.081.45 00
OPERATING RENTALS LEASES
@..�,,411.00.57b.581.45.U1
POA'7ER',ART RENTALiLE 4SESt
Select ..7411.00.576.581.17.00
PUBLIC UTILITY SERvICES
Select 411 00 570.681.48 00
REPAIRS AIJD MAINTENANCE
Select 411.110. b75.681:48.111
GULF FiJUIPNENT REPAIRS GUST
Select 411 00 676.691.40 00
MISCELLANEOUS
Select 411 00 576.581.49 01
PRINTING
Releri 411 In F766R14n n2
RF74IJR*JT REROCER iIONTRS.CT
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Chanee a GI_ Account Code by Query
Find the correct GL Account Code from the list
Click on "Select"
Page 28 of 45
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UPDATING THE GL ACCOUNT CODE
Procurement Card Manual
[s
RPrlr in Tran.PPrllnn I i.et
Internet 'l'I ti
Chanee a GIL Account Code by Query
The selected GL Account Code is now displayed in GL account code box
Click on "Save Allocation"
This will direct you back to the main transaction page
Page 29 of 45
http> II ur» u. b..1 Ilp>ApplIUSK 5rivlrt
File. Edit
VI— FBVft i", T-1, Help
yY a
Transaction Management Allocations Tab
col L?;W3 'Page
nC Tools
U8113 U806 SEA LIGHT METAVA.NTE IV 2U6 U843000... 82 8US.US
Ul U'JU44U
EIUUU.U5.h14ZL U.31.UUJ
Nome
nri
C —t.a us
Tuns cenil Levi aealI —o
—,rcn• I �oceanena I U- 1-Insft—
The All actions tali pruviUes the ahilitl�to reallocate a transaction hZ changing the a— Linting IWchinaticn to
al luiate an ainuunttu e tlitfe -It 111t 'enter The reallu,-etiull —1 he to une ur to InUltiple utles.
Y- ran allnrate. 3-1 ints try duller snnnnt nr p,—ht3g, Tntal allnrahnn annnnts nnst e. q-1 1111 PA of the
Lanserhnn Tn allnratP L,
3ddltinnal 3 —nn4ng -des didr the '-.dd'
hnnnn
Liter adding, 111udil ur deletinq a 11 —tun, li,k the "Sass ill— fiwiia huttn to seae hangea_
required Allncation Scurce' [PieUlt nay rude Last Changed hr' System
:i. .1R ACC OUNT
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Tufal Lllucatetl_ $I 20L, UU I IUU.UY/ P5 gpplY Accounting Code'.
Llnount Remaining'. $I 111111 1 Hhl'r Lddli Lllu tL s I 1
Ilnro R bs m3 rb: Pd i r dP.IP.tirrn are sllhtraftP.d (ruin TTtal 4 -atPd and LlYlinllnt RP.melning Jdll IP.s
�4.n•� rNm�wa4'
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Chanee a GIL Account Code by Query
The selected GL Account Code is now displayed in GL account code box
Click on "Save Allocation"
This will direct you back to the main transaction page
Page 29 of 45
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Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
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08113 08716
SE4 LIGHT HIETA'NANTE -10 206 684 -3000, NA
$418 66
0M3 08116
SEA LIGHT VET.AVA.NTE -10 206 6843000. W
$9.18
08113 0811
SE, LIGHT HETAVAHTE -III 206 6843000. ul..
$24.21
08.1'.'. 0811E
SE.ti LIGHT HIET.AVANTE 1,1 206 U64SOOU, &I,
$29.09
00_1:' 00:1
UE+'. LIGHT H1ETPVSNTE -H1 20 -5.4 -000. 'JV,
W .74
IimiS IIn115
rEA LIGHT HIETAV4NTE -1,1 211H- nn4flimll A-
SHIn
IWV IIn�1H
TEA. LIGHT HIET4VANTE -bt 2n11.- nllY'lllnn W:
54161 in
Hn115 IIn115
!;EA LIGHT HIETAV4NTE -1,1 211H- nn4flimlh A-
$4.n41n4
061 061
SEr. LIGHT HIETAVANTE-H1 200 -564 -±000. 'C;1.
$2.1-7.32
00 Mir
LE+t LIIHTb1ETAV NTE 11 2115 -b 4 JUOU A,
fin79nl
'1:1 II^ 1
EA LIGHT PETA1 NTE H1 2nH n 4 IIIIn
s2. II In!
nn711 IIn71.
COMPLETES OFFICE 2115 -M12l ll111 +441.4
$n411114
111m IIn�12
-',O MPLETE 1FFICE 2nii- n'[I11111; ^.4 'f.
277 4LI
nnVIn nn ?12
COMPLETE OFFICE 2n6 52ndlll
$44.5
win nR'11
Iv1i 111NTA.IN HOIST 2. fi 6447
$ii?Il?fi
11 S—r
nRi111 nR111
I Lna,e a.'..II S'ncron
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$125. RR
01090462
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01090451
Flm nF X14 `%3n R1 nnl
01090459
Flnnn n^ ^14. nIn
01090449
Flnllll 11 14 S1 VIII
U1U9U440
Flnllll lt- 14 "'lll'!11111I
5 111nRn447
Flnllll IN 1 14 1 VIII
11111L11144R
FIIIIIII II1 `.14 "'111 '!1 11111
111nRn44
FI0111110-. h14' {1n 1I IIIII
UlUYU442
FIIIIIII 11-- 14' +11 +111111
I2 U1090441
11 I1111 LI114411
ql HII 7R4n
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Flu I1 t. !�.�4'i�,n ;111111
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n
Flnnn In n4i 6 �Il ST nnl
inrernet :a too r
Chanee a GIL Account Code by Query
The GL Account Code change was successful
To log out of system, click on "Logout" at top of page
Do not use the internet explorer back arrow, as you will get a "webpage
has expired" notice
Page 30 of 45
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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.
H Transaction List Rmt- t, f°°
Che &All.c -,,y., I m_, All °Noun
All of serving you
Internet 100%
Chanee a GL Account Code for multiple transactions
Select the transactions for updating by clicking on the check box.
Click the "Mass Reallocate" button
Page 31 of 45
07 6T26 '01,1PLETE OFFICE
20662866 11p.
$93.21
emu,
599376
EInn06.. 114230.31 nit
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67123 67126 COMPLETE OFFICE
nr
266 -62866 9 .A
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PLETE OFFICE
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67119 67121 COMPLETE OFFICE
266- 6266659,'N.A
$227.76
5i
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Fiona 65514.23031001
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67119 67121 COMPLETE OFFICE
206-628009 .,;;ry
$102.21
V
599573
E1606.65a14.236.31.00
97(16 9709 COMPLETE OFFICE
21)M2899H
$589.11
599375
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Chanee a GL Account Code for multiple transactions
Select the transactions for updating by clicking on the check box.
Click the "Mass Reallocate" button
Page 31 of 45
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required
Naas Reallocation Action:
Replace Existing 4 11ocations
J Add 1l3inmon Allocations
n in IF
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Selected Transaction List
Transactiensthat mll he effected h'vthe actientaken ahaue,
Summary
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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
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7 7 1 b an k Are You Sure?
Account Ad ministration You have chosen to Replace all selected transaction allocations with the same common allocatmms'.
Transaction Management This will elect 6 transactions totaling $1,620.05. The following will replace each selected transaction
Card Ac�uunt List
30C3110n'.
Account Information
Rep6rtlNg
Rata Exchange r
My Personal W. —atian 100.00% 1]1000.0 ;.514230.31 A1I
Home 3crolldo•,vn to review ,vhatthe selected transactions would looklike withthe change applied.
Contact us Lre asp Qu. aunt to change these allocations'
v to t;'Att1V�
Detail of Charged Transactions
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
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Click "Yes, Save Allocations"
Page 33 of 45
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ADDIV Multiple GI_ Account Codes to a Transaction
This is hoax the
acconntin.- code
looks after the
reallocation has
been done
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To reallocate a purchase to multiple GL Account Codes, click on the select
box at the left of the transaction
Click "Reallocate"
OR
Click on the unallocated Accounting Code
Page 34 of 45
Delail
Pul ID
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Date r,
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w
To reallocate a purchase to multiple GL Account Codes, click on the select
box at the left of the transaction
Click "Reallocate"
OR
Click on the unallocated Accounting Code
Page 34 of 45
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Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
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The Allocations tall provides the ability to reallocate a transaction by Changing the 3CCOLInting information to
allocate an 2MOL111 to a different cast center. The reallocation can he to one orto multiple accounting codes.
Yuu can allocate amuwda Li tlullar anmuntor percentage. Total allucatiwi arnouutamust equal 1005 ofthe trausadiun. To allocate to additional accounting codes, Uick.the "odd`
bufiall.
After adding ,modifying r deleting alloca5mm,clickAhe "Save Alloca5mia l i lu Save chaligea.
required Allnratinn Hmlrr.R User Last nhangsd hY tRllerhnff Craig
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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
v
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Page 35 of 45
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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.
0 https:JJaccess us6ank.comIcp,AppliL
File Edit View Favorites Tools Help
s ,y Welcome To Access Online tit Page u Tools
U.S. Bank Access-; Online
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Page 36 of 45
e https i�access..ushank comicpsApplJUSBCom5ervlet
File Edit View Favorites Tools Help
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of the person whose Cardholder Account search
,ra..file
Statement is to be g,.,. Search for an account hr Cardholder 4 .cc0u nt idumher, Na Ine, or Social Se L'LI FIN Number. YO LI can also
Ar"Mange cardholder account by first Saarchinn for a f,9a11a01110 Account.
viewed /printed. Personal Information
A.ccount Number
Home
Contact US L35tN3me or VL'I11 CI L' I'J ��r"��; First Name
OR zellerhoff
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Page 37 of 45
e https iiaccess usbank comicpsApplillSBComServlet
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select a billing cycle
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ction Management 1
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for a list of all bi I I i ng
Praflle he used for remittance of payment it is for display purposes only
cycles
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Page 37 of 45
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Procurement Card Manual
PRINTING ONLINE MONTHLY STATEMENTS
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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
Page 38 of 45
I, Done Internet
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Procurement Card Manual
PRINTING ONLINE MONTHLY STATEMENTS
File Edit �n Document Tools Wndow Help x
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 X 11 must be taped to a blank 8 X 11 sheet of paper
Page 39 of 45
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Procurement Card Manual
PRINTING ONLINE MONTHLY STATEMENTS
ccauntNUnnber: 9318
Home I coo
untName. CF ZELLERHOFF
Contact Us
Billing Cyele Close Date R" v
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1 1 Transaction List RFt t
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206- 6280059,A.A
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07!22 07'26
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206- 6280059,
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206 6280059.
AP..
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0716 07119
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206- 6280059,A.A
$589.11
07!14 07'16
MMPLETE OFFICE
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07,'15 07116
PUGET SOUND FINANCE OFFIC PUYALLUP, NA
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Tins /Reminders for Statement orocessing
Maintain transactions weekly to ensure timely processing of
monthly statements.
See the PCard Statement Processing Schedule for dates when
online statements are available to print.
Page 40 of 45
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0a 'S
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 27 of each month. See the PCard Reconciliation schedule
on Tuknet for the reconciliation processing dates by month (see appendix "E" for 2010 Process
Calendar).
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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
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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 Ur)dating 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.
7���P►I 1��II# Jff7TfI "IL9
Statement
The City of Tukwila PCard monthly statement closing date is the 27 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
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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
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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 (27 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
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
peggv.mccarthvCcDtul<wilawa.gov
Craig Zellerhoff PCard Administrator
Fiscal Coordinator Payroll AP
206 433 -1836
craig.zellerhoffCcDtul<wilawa.gov
Diane Jaber
Fiscal Specialist Accounts Payable
206 433 -1871
diane.iaberCcDtukwiIawa.gov
Page 45 of 45