A. SUMMARY OF ADMINISTRATIVE PROCEDURE

B. DETAILED OPERATING PROCEDURES

Transactions received from the bank, but not yet fed to CUFS.
Accounting changes for transactions not yet posted to CUFS can be made by the Cardholder, the Account Manager or Business Manager by using the HUM-PCTRAN table. The correct accounting distribution must be indicated on the supporting documentation for the purchase. This documentation must be retained according to the established procedures for Purchasing Card purchases. (See Procedure 9-110, Documentation and Record Retention.)

 Transactions posted to CUFS
Once the PCard transaction has updated CUFS, a Payment Voucher (PV) document must be used to correct the accounting distribution. The BSC staff need to create a Zero Dollar PV document (0$ PV) to correct the expense, whether or not the original PCard PV document's schedule pay date has passed. The 0$ PV document number will be the same as the original Purchasing Card document and add to the document number a unique suffix. The suffix of the first correction will be "A", the second will be "B", the third will be "C", etc. For example if the original document number were PV MC70905002, the first 0$ PV document number will be MC70905002A. This will allow the original and all corrections to sort together on reports.

BSC staff should follow these coding conventions when entering the CUFS Departmental 0$ PV document.
 
 

1. At CUFS main screen


• Mode = "E"
• Document = "PV"
• Number = original PV document number with "A" added at end (e.g., MC8060200V becomes MC8060200VA when the 0$ PV is initiated.)
2. First screen of PV document:


• PV Date = today's date
• Action = "E"
• Sched Pay Date = today's date
• Comments = "cor PCard"
• Vendor Code = "FIRC0003 U" (with "U" for UNH documents, "P" for PSC, "K" for KSC, "S" for CLL, or "Y" for System)
• Document Total = ".00"
• Vendor Name: enter supplier's name from the PCard transaction


Proceed to the second screen.
 

3. Second screen


You must have at least two lines of information where the sum of all of the line amounts nets to $.00.



1. First line
• Line-no = "01"
• Acctg Info: Enter PO/Line # or FAO OBJ of original PCard transaction
• DIS = "ND"
• Description = "Correct PCard"
• Vendor Invoice: Use first 3 initials of original transaction plus date of original PCard transaction.
• Amount: Enter amount of correction.
• I/D: Use a "D" to decrease or an "I" to increase the original transaction.

 
2. Second line
• Line-no = "02"
• Acctg Info: Enter FAO OBJ that should be used
• DIS = "ND"
• Description = "Correct PCard"
• Vendor Invoice: Use same invoice number as on Line 01.
• Amount: Enter amount.
• I/D: Use a "D" to decrease or an "I" to increase.

 Prepare Departmental PV document package containing support for reason of correction and attach to PV cover sheet. Note the BSC indicator code in the upper right corner of the cover sheet and that this is a 0$ PV for PCard correction.

 The PV cover sheet and documentation providing an explanation of why the correction is needed must be forwarded to Accounts Payable after the BSC approvals have been applied. Accounts Payable will review the documentation and transaction, then apply approvals and update.

The transaction was posted in a prior fiscal year.
The Account/Business Manager must contact Accounts Payable, using email to provide an explanation of the correction needed, including detail of the accounting information. The Business Manager is responsible for all budget moves. If the notification occurs within the 13th Month, Accounts Payable will prepare a CUFS-JVS document to record the expense correction. PCard transactions are by definition, low dollar, therefore are considered immaterial. No requests for corrections will be accepted during the 14th month. Email will be forwarded to the Business Manager and the Campus Card Administrator informing them of the status of the request.