PAYMENTNET PAYMENTNET at the University of Pennsylvaniaat the University of Pennsylvania

New Purchasing Card New Purchasing Card Management Software Management Software

ApplicationApplication

February 7, 2007February 7, 2007

AgendaAgenda

Project Objectives and UpdatesProject Objectives and Updates Updating to PaymentNetUpdating to PaymentNet PaymentNet System roles definedPaymentNet System roles defined PaymentNet Best Practice ProcessPaymentNet Best Practice Process Quick view of the PaymentNet ApplicationQuick view of the PaymentNet Application Next Steps for Senior BA’sNext Steps for Senior BA’s

Verification of Roles AssignmentsVerification of Roles Assignments Training RequirementsTraining Requirements

Questions and DiscussionQuestions and Discussion

Project Objectives Project Objectives

Enhance the credit card program currently in Enhance the credit card program currently in placeplace

Manage cardholder spendManage cardholder spend Monitor overall purchase activity, risk, and Monitor overall purchase activity, risk, and

compliancecompliance New features in PaymentNet include:New features in PaymentNet include:

Online Transaction Inquiry and Review Online Transaction Inquiry and Review Self-Service Statements and Reports Self-Service Statements and Reports Management Inquiry Capabilities Management Inquiry Capabilities Online Transaction Disputes Online Transaction Disputes

Project UpdatesProject Updates Purchasing Card Administrator is live in Purchasing Card Administrator is live in

PaymentNet Application PaymentNet Application Administrative parallel testing is ongoingAdministrative parallel testing is ongoing New application form now availableNew application form now available Purchasing Card Advisory Team to Purchasing Card Advisory Team to

conduct parallel testing February 28 – conduct parallel testing February 28 – March 30March 30

Go –Live for the application - April 30Go –Live for the application - April 30 Username and password will be Username and password will be

available on U@PENNavailable on U@PENN

Updating to PaymentNetUpdating to PaymentNetWhat’s not changing with PaymentNetWhat’s not changing with PaymentNet Cardholder ResponsibilitiesCardholder Responsibilities

Maintains supporting documentationMaintains supporting documentation Provides appropriate account information to person Provides appropriate account information to person

performing the reallocationperforming the reallocation Prints monthly statement – attaches documentationPrints monthly statement – attaches documentation

Reallocation occurs in BEN Financials based on Reallocation occurs in BEN Financials based on information received from the cardholder on a information received from the cardholder on a weekly basisweekly basis

Transaction Approver reviews monthly statement Transaction Approver reviews monthly statement with supporting documentation. Transaction with supporting documentation. Transaction Approver signs the statement and files.Approver signs the statement and files.

Canceling a card, reporting a lost or stolen card Canceling a card, reporting a lost or stolen card Transaction data history will be available for the Transaction data history will be available for the

last 18 monthslast 18 months

PaymentNet System Roles PaymentNet System Roles defineddefined

Program Administrator-Program Administrator- All All responsibilities are accessible responsibilities are accessible

AuditorAuditor – Read only access for Internal – Read only access for Internal Audit, PWC, AP and PurchasingAudit, PWC, AP and Purchasing

CardholderCardholder- review transactions and - review transactions and details, view declines, dispute charges, details, view declines, dispute charges, access to monthly statementsaccess to monthly statements

Transaction ApproverTransaction Approver – Approve the – Approve the reviewed transactions and verifies notes, reviewed transactions and verifies notes, runs reports, reallocates in BEN Financialsruns reports, reallocates in BEN Financials

ManagerManager- School/Center Administrator- - School/Center Administrator- reviews all cardholder and TA activity and reviews all cardholder and TA activity and creates reportscreates reports

PaymentNet Best Practice PaymentNet Best Practice ProcessProcess

Cardholder Cardholder Online transaction detail availableOnline transaction detail available Review transactions and include detail Review transactions and include detail

transaction notestransaction notes View and Print monthly statements in View and Print monthly statements in

PaymentNetPaymentNet Enter and review disputesEnter and review disputes Review declinesReview declines P-number will remain the sameP-number will remain the same Penn Key ID – User NamePenn Key ID – User Name

PaymentNet Best Practice PaymentNet Best Practice ProcessProcess

Transaction ApproverTransaction Approver Verifies reviewed transactions and detail notesVerifies reviewed transactions and detail notes Review declines and monitor spendingReview declines and monitor spending Reallocate in BEN Financials, or assigns to Reallocate in BEN Financials, or assigns to

another personanother person Run reports with querying flexibilityRun reports with querying flexibility Reviews monthly statement by cardholder and Reviews monthly statement by cardholder and

signs off with the detailed notes or attached signs off with the detailed notes or attached documentation. documentation.

Monthly statement filed by cardholder or Monthly statement filed by cardholder or Transaction ApproverTransaction Approver

PaymentNet Best Practice PaymentNet Best Practice ProcessProcess

ManagerManager Monitors spending activity of all Monitors spending activity of all

cardholders in hierarchy as assignedcardholders in hierarchy as assigned Monitor real time spending balancesMonitor real time spending balances Run Summary or Audit Reports for all Run Summary or Audit Reports for all

responsibilities in their hierarchy with responsibilities in their hierarchy with querying flexibility querying flexibility

Next Steps for Senior Next Steps for Senior BA’s BA’s

Verification of Current HierarchyVerification of Current Hierarchy Roles of Cardholder, Transaction Approver Roles of Cardholder, Transaction Approver

and Manager and Manager Assure that each ORG has an assigned Assure that each ORG has an assigned

Transaction Approver for their cardholdersTransaction Approver for their cardholders Spreadsheet will be provided to all Senior Spreadsheet will be provided to all Senior

BA’s by February 21 for review and BA’s by February 21 for review and verification verification

Any changes to the existing hierarchy Any changes to the existing hierarchy structure must be communicated to the structure must be communicated to the Purchasing Card Administrator by March Purchasing Card Administrator by March 15.15.

Next Steps for Senior Next Steps for Senior BA’sBA’s

Training Requirements Training Requirements Online Training will be required for Online Training will be required for allall

cardholders, transaction approvers and cardholders, transaction approvers and managers who will need access to the managers who will need access to the PaymentNet applicationPaymentNet application

Access through Knowledge Link Access through Knowledge Link URL:http://Knowledgelink.upenn.eduURL:http://Knowledgelink.upenn.edu

Two sections, both are required (100% Score)Two sections, both are required (100% Score) Section 1: Policies and proceduresSection 1: Policies and procedures Section 2: Application trainingSection 2: Application training

Login PageLogin Page

Cardholders Transaction Cardholders Transaction ListList

Transaction Approver’s Transaction Approver’s Transaction ListTransaction List

Manager’s Transaction ListManager’s Transaction List

Transaction DetailTransaction Detail

Standard Reports for Standard Reports for CardholderCardholder

Standard Reports for Standard Reports for Transaction ApproverTransaction Approver

Standard Reports for Standard Reports for ManagerManager

Sample Query/Report Sample Query/Report ScreenScreen

Statement of Account for Statement of Account for CardholderCardholder

Questions and Questions and DiscussionDiscussion

Vira HomickVira Homick

homickv@pobox.upenn.eduhomickv@pobox.upenn.edu

Cheryl WalkerCheryl Walker

walkercl@pobox.upenn.eduwalkercl@pobox.upenn.edu

Please submit questions to:Please submit questions to:

pnet@pobox.upenn.edupnet@pobox.upenn.edu