Procurement card transactions asRP FIS documents for

processing & approvals in AISystem

Procurement card transactions in FIS

AgendaIntroductions & Logistics

FIS Document RPOverview & demoImplementation dates

Policy, procedures, Q&A session withProcard AdministratorsSPA

RP – Remote PurchaseOverview of new process

Receive a daily transaction file directly from Visa Build FIS document with card transaction details:

doc code RP – doc types JP (JPMorgan Chase) and CM (Commerce)

Set up in Sent status for processing and further approvals similar to AP Invoice and ID (Barnes) documents

Why doc code RP?Existing transaction code for JPMorgan Chase

card transactions

FIS functionalityDoc InquiryPDF Print from Doc InquiryDocument PrintFIS > Documents > Remote Purchase

Auto and Change optionsFIS > Approve Documents

Approvals / Disapprovals / Hold / Monthly sweep

FIS > Account Inquiry Budget Summary, Pending Transactions,

Transaction ListAbility to drill down to document

FIS FunctionalityWorklist entry for Incomplete, Disapproved documentsAIS home page message board for Sent RP documentsStale documents – 14 days Cardholder notes or reviewer notes field is requiredTrail docsOverdraft checking, budget grouping conceptsNo “reject” option No proportional distribution – but % and amt split

allowedFund end date edits, regular FIS account edits apply –

all new funds and accounts available immediately without having to call Procard Admin as long as your RP security allows it.

FIS Approval routing rulesSPA A05-A08; A20-A22

Based on fund codesNo auto approvals or disapprovals

Asset Office A18LC ≠ 52 and SC-Obj = 64XX / 70XX / 71XX / 3419 /

62XX / 63XX except 6378Tax Office A1004A

Merchant Country is not USA & Amount is over $100 and SC-Obj = 3533 / 3538 / 3588 / 3417 / 3565

Social Expense Dean’s LevelSame rules and limits as the rest of the FIS

documents International travel 3602 does not route for Dean’s

level approval on RP documents

FIS SecurityRP Entry role

Equivalent to the “reviewer” role in PaymentNet

Can allocate accountsCan route for approvalsCan add trail docsCan save as isCan add reviewer notesIncludes Document Inquiry securityAccess by department – can review and

allocate for ALL cards in the department

S&P Security Form – RP Entry

FIS SecurityRP Approver role

Need to have separate RP approval security – existing FIS approval security does not apply to RP documents

Document approval limits applyCannot approve transactions from the

procurement card under your nameCan approve other card transactions from

your departmentNo separation of duties except for your own

card transactions (cannot approve but can still review and allocate)

S&P Security Form - Approval

FIS Security RP Cardholder role

For cardholders to enter notes and travel details only.

Cannot allocate accountsCannot route for approvalsCannot add trail docsCannot save as isCannot view others’ card details from same

departmentCannot review or add notes after the transaction is

complete (may change in later phases)Doc status does not changeDoes not include Document Inquiry optionProvided ONLY to those cardholders who add notes

Card Usage Policy & ProceduresCard usage policies and procedures do not

changeCancels / disputes / fraud chargesProcard Administrators

Carrie Slama –935-8640 Sherri Whaley (Kerley) –935-5711

Production Implementation JPMorgan Chase transactions will be

available as FIS documents beginning Tuesday Sep 24

No security forms to be completed for existing active users

Sweep of unapproved transactions will be consistent with current process. First sweep in FIS will be in November.

Attaching imaged supporting documentation is NOT available. It is a current project and this functionality will be coming in the future.

SummaryTransactions dated Aug 22-Sept 20 will be

reviewed and approved in PaymentNet. October 4 is the final sweep from PaymentNet.

Transactions dated Sept 21 and after will be reviewed and approved in FIS starting on Tuesday, Sept 24.

DemoRP Entry loginApprover loginCardholder login

Q & A session

Sample transactions

Charges on SPA funds

Charges on SPA funds

Charges on SPA funds

Sample transactions

Sample transactions

Sample transactions

Sample transactions