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Purchasing Card System User Guide
Payment ServicesJuly 2011
8/31/11/
TEXAS TECH UNIVERSITY HEALTH SCIENCES CENTER
PURCHASING CARD SYSTEM USER GUIDE
Citi GCMS Global Card Management System
2
GCMS
- Contents
Basics 4
My Profile 17
Account Management 18
Monthly Expense Report 33
Dispute Process 48
Loss, Theft or Unauthorized Use 49
Contact Information 50
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Basics – P Card Management System
Citi GCMS (Global Card Management System) is the software application that automates the TTUHSC Purchasing Card reconciliation process. This document is intended to help you maximize your understanding and use of the system.
As noted in HSC OP 72.15, cardholders are ultimately responsible for ensuring that their Purchasing Card transactions are reconciled by accessing this online web application with a User ID and password.
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Basics – P Card Management System
The billing cycle will end on the 3rd of every month. If the 3rd falls on a weekend or holiday, the cycle will end on the last working day before the weekend / holiday.
Example: The August billing cycle includes transactions posting between July 2nd and August 3rd and the September billing cycle includes transactions between August 4th and September 2nd. 5
Supported BrowsersThe application supports the following Web browsers:• Microsoft Internet Explorer 6.0 and higher• Mozilla Firefox® 1.5 and higher
Upgrading Your BrowserIf your browser does not support this application, you will have to upgrade your browser. Please contact the TTUHSC IT Help Desk
Amarillo, Dallas and Abilene:[email protected] or 806-354-5404El Paso: [email protected] or 915-545-6800Odessa and Midland:[email protected] or 432-335-5108Lubbock:[email protected] or 806-743-1234.
Basics - Internet Browser
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Citi can be accessed by copying the following URL internet address in your browser:
https://www.globalmanagement.citidirect.com/sdng/login/login.do
or
Click on the Citi icon located at the Purchasing Card website
http://www.fiscal.ttuhsc.edu/busserv/pcard/
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Basics – Access
The first time you login you must use the “First Time Login” described on the next screen.
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Basics – Login Page
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First time Login for cardholders:Before proceeding with the steps below, send an email to the Program Administrator at [email protected] , to activate your “User ID”.
User ID: full 16 digit purchase card number (no spaces or dashes)
Password: ttuhsc739 + last 4 digits of purchase card number (case sensitive)
First time Login for non cardholders: (i.e. Allocation User, Financial Reviewer) …Login instructions will be sent by the Program Administrator. Please contact Lindsey Myers at [email protected]
Note: You may be prompted to accept a licensing agreement. Click on “I Agree”
Basics - Access
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Enter and confirm a “New User ID”
Example: limyers739(eRaider ID+739)
Note: Only a cardholder must create a “New User ID”All other users (i.e. Allocation User, Financial Reviewer…) must contact the Program Administrator.
Write down your new User ID and keep it in a safe and secure location.
Basics - Create a User ID
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Enter “Current Password” (ttuhsc739 + last 4 digits of purchase card number)
Enter and confirm “New Password”
“Confirm E-mail Address” (E-mail Address should default)
Select “Security Question” & “Security Answer” for automated password resets
Basics - Create a New Password
Note: Write down your new Password and Security Answer and keep them in a safe and secure location.
Select “Submit”
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Everyone will need toComplete
“Challenge/Response” questions and click “Save”
Basics - Challenge Question
Note: A Challenge/Response question is randomly presented each time you Login. Write down your Challenge/Response questions and keep them in a safe and secure location.
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Note: After six unsuccessful login attempts, a user profile is locked. Contact the TTUHSC Program Administrator, Lindsey Myers, at [email protected] or (806) 743-7826 ext 230.
Basics - Login
“Login” again using your newly created “User ID” and “Password”.
Forgot Your Password? What to DoWe can’t send you your original password. After following the procedures below, a temporary login password will be sent to you so that you can log in and reset your password.
When you use the Forgot Password Option, you are prompted to enter your user ID and answer your security question using your security answer. If you answer the question correctly, you will receive an e-mail with a temporary password you can use to log in. Note: The temporary password expires after 24hours.
1. On the Login page, click Forgot Password. “The Forgot your password?” screen opens.
2. In the Password Reset section, enter the required information.
• Enter your valid User ID.
•Select your Security Question.
• Enter your Security Answer just as you entered it in your user profile (My Profile).
3. Click Submit.
You will receive a temporary password in an e-mail message.
This is a one-time password, which allows you to log in and define a new password. If you do not Login within 90 days from when you set a password, your account will be locked. To unlock your account, contact Lindsey Myers at [email protected] or (806) 743-7826 ext 230.
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Basics – Forgot Password
Time OutWhen you are inactive for more than 15 minutes, the system will display a warning
message with two options. If the user clicks:
• OK - the system cancels the time out.• LOGOUT - the system logs the user out of the application.
If you make no selection within 15 minutes after the warning displays, the system
will automatically log the user out of the application.
Logging OffIn order to properly log out of the system, click on the “X” in the upper right hand corner of the screen.
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Basics - Time Out / Log Off
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The “Home Page” provides a history of your PCard transactions. “My Profile Tab” – Gives access to your user information and personal settings. “Account Activity Tab” - Gives you access to manage your account and reports.
Basics - Home Page
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- My Profile
Your Profile provides basic information about your account and allows you to change your “Password” and/or “Security Questions/Responses” if needed.
Note: Please do not make any changes in the “User Information” block. The Program Administrator uses this information to help you when you have a problem with your account.
Purchasing Card System User Training
Click Here to Continue For a
Cardholder
Click Here to Continue For an Allocation User
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Account Management
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- Account Activity
To access transactions, click on “Account Activity”, then “Transaction Summary”Click Here to Continue
for a Cardholder
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- Account Activity
Allocation User Access to Transactions
To access transactions, click on “Financial”, then “Account Summary”
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- Account Activity
Allocation User Access to Transactions
Select “All (Account)” and click on “Search”
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- Account Activity
Select the “Cardholder Name” you want for account allocation
Allocation User Access to Transactions
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– Account Activity Reporting Cycle
Note: This is based on the transaction posting date not the actual purchase date.
Click on “Search” for results
Search by “Reporting Cycle”This option will populate the date range for you
Select the correct Date Range from the Drop Down List
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Click “Expand All” to see the detail of each transaction
– Account Transaction Summary
right hand side of the screen.
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– Account Allocation
Click on the blue “Edit Accounting Codes” box to add the description and update the FOAP for the transaction.
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– Account Allocation
Enter a valid “Expense Description” for
documentation purposes
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– Account Allocation
To edit the FOAP you must FIRST select the ORGN – then FUND-PROG-ACCT-BUDGET POOL
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Click on this icon to split a transaction
- Split Transaction
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Enter total number of accounting lines for this
transaction and Select “Add”
- Split Transaction
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- Split Transaction
In the “Split By” Field, indicate whether you will be specifying split amounts by amount “Amount” or percentages “Percent”. Note: You can change this selection at any time by modifying the field and clicking save. In the “Split and Balance To” field, leave this selection as “Total Transaction Amount”.
Select “Split by” Amount or by Percent
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Edit each split as needed. For example, you can enter a description for each line and edit the Amount/Percent. Click the red Accounting Detail icon to access purchase detail, expense description, and accounting codes. Once balanced, Click “Save”.
- Split Transaction
Click the red Accounting Detail icon
Click “Save”
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- Split Transaction
Select “Transaction Summary” in the breadcrumbs to go back to the previous screen.Or, you can split the next transaction by selecting “Next Transaction”.
Access next transactionAccess Previous Screen
EXPENSE REPORTThe State of Texas and Citi are going “green”. Bank Statements will no longer be mailed to cardholders.
TTUHSC will be using the Expense Report as your Monthly Bank Statement. The report must be printed for every month ending cycle. It will show the detail of split transactions and descriptions (if notated) for each purchase.
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– Monthly Expense Report
Purchasing Card System User Training
Click Here to Continue For a
Cardholder
Click Here to Continue For an Allocation User
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– Monthly Expense Report
To schedule the monthly Expense Report to run, Select “Schedule Report” on the “Account Activity” tab.
Select“Schedule
Report”
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Click on “Expense Report”
– Monthly Expense Report
Click Here to Continue for a Cardholder
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– Monthly Expense Report
To schedule the monthly Expense Report to run, Select “Schedule Report” on the “Reports” tab.
Allocation User Expense Report
Select “Schedule
Report”
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– Monthly Expense Report
Click on “Expense Report”
Allocation User Expense Report
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– Monthly Expense Report
Select “Search”
Allocation User Expense Report
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– Monthly Expense Report
Select the Cardholder “Name” for each expense report
Allocation User Expense Report
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Select “Next”
– Monthly Expense Report
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Select “Next” again
– Monthly Expense Report
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Very Important!
– Monthly Expense Report
Select “Next”
Ensure the Date Type is “Posting Date”
And the Report Format is “Adobe PDF”
Check the Additional Options box
Enter a report “Description”
Enter your “E-mail Address”
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Select “Reporting Cycle”Choose the correct
Reporting Cycle and click on “Save”
– Monthly Expense Report
Reporting CycleAugust 2011 (07/02/2011-08/03/2011)
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Once saved, click on the first icon to go back to the
Home Page
– Monthly Expense Report
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The report will be available in your “Inbox”You will also receive an email when the report is
available.
– Monthly Expense Report
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– Monthly Expense Report
Print the Expense Report when it is available. Attach all original invoices/receipts and other required backup documents in the exact order that they appear on the Expense Report. The cardholder must sign and date the report and obtain the proper “Authorized” signature and “Date”. Place the signed Expense Report in your P Card Binder.
Note: The “Authorized” signature required is the Bank Statement Approver/Financial Manager, usually the Fund Manager on the Department Funds.
Cardholder must sign and date Fund Manager must sign and date
Dispute Process If you as the cardholder notice any differences between the bank transaction and the invoice, or if there are any items on the expense report that appear to be incorrect, the cardholder should first try to resolve these directly with the merchant/supplier.
If the item cannot be resolved directly with the supplier, cardholders should contact Citi Customer Service at 800-248-4553. A Dispute Form will be faxed or mailed to formally pursue the dispute. The reason for the dispute must be stated on the form. Send the completed and signed form with any additional documentation (i.e., copy of invoice/receipt) to the Program Administrator at STOP 6283.The Program Administrator will print the bank statement highlighting the error and attach it to the Form to be returned by fax or US Mail to Citi Customer Service.The Program Administrator is the only person who can print the bank statement.Important NoteIf disputing a US vendor item, the claim must be completed within 60 days from statement date where charge first appears.
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- Dispute Process
Loss, Theft or Unauthorized Use of Purchasing CardsCardholders must inform Citi and the TTUHSC Program Administrator immediately of the loss, theft, or unauthorized use of a Purchasing Card.
MasterCard processing hotline 24 hours - seven days a week: (800) 248-4553Program Administrator, Lindsey Myers, phone: (806) 743-7826 ext 230
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- Loss, Theft, Unauthorized Use
Contact:For any Purchasing Card questions, contact the Program Administrator by:
E-mail: [email protected]: (806) 743-7826 ext 230Fax: (806) 743-7847
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- TTUHSC Contact
