Appendix - Loyola University Chicago
Contents
1. Accounting Unit Account Code Personal Use e ar 100810 amp Ezt a amp coptoan ciar amp BABS Iv E a 9 1 2011 8 21 2011 9354 SLAVINSKAS BRIAN GROOT INDUSTRIES INCO 168 75 Notes Payment fpor open April 2011 Invoice for Disbursement Services Recycling Services Invoice 7517321 dated 4 30 2011 Accounting Unit Account Code Personal Use 100808 1o No amp esi Sle amp Ba EB e Vv E E 9 12 2011 9 9 2011 9354 SLAVINSKAS BRIAN AT amp T DATA 14 98 Notes September Disbursement Services Data Plan for iPad Accounting Unit Account Code Personal Use 2254 100808 6230 N copy toa car i A Je Q Save Reset Cancel Page 9 1 TRANSACTION ACTION ICONS a View and Edit Transaction Details Split Transactions View Merchant Details d Ss View Billing Details 2 REVIEW AND APPROVAL STATUS Shows whether or not a transaction has been reviewed or approved 3 NOTES Will display the transaction notes as entered by the cardholder 4 ACCOUNTING UNIT Will display the accounting unit to be charged If the transaction has a split charge it will show a check mark in the Accounting Unit and Account fields to represent a split transaction 5 ACCOUNT Will display the account to be charged If the transaction has a split charge it will show a check mark in the Accounting Unit and A2. Select search criteria and click on Search for results For All transactions for the selected date range click on Search Date Range Perico Tess z Card Number OOX XXKXK 00K 9354 BRIAN SLAVINSKAS Search Criteria Actions Search Term Filter Type No search terms have been added 2 Account Code z Equal To J Add Reset Search Copyright 2005 2011 Powered by EnCompass an AOC Solutions Inc Proprietary Web Product All Rights Reserved 1 DATE RANGE AND CARD NUMBER You can select the period type for the transactions that you would like to review Selection options are Period Custom or Billing Once you have been through a complete Billing Cycle the Billing Cycle Option will default In addition if you are an approver you can select the cardholder s that you would like to review 2 SEARCH CRITERIA In this section you can choose to streamline your query by selecting certain query options You can elect to search by one or all of the following a Account Code Account Code Description Accounting Unit Accounting Unit Description Approved Personal Use Review Type m hpn Page 8 Once you identify the period and or cardholder s you will be presented the transaction summary listing Important items of note are as follows PN Home Log Out Contact Us Q3 transaction MAINT 7 HELP SECURITY MANAGER Transaction Maintenance Transaction Manag
3. ID IMPORTANT NOTE PNC Bank requires a user name of a minimum of 6 characters In order to facilitate this requirement if your Loyola Universal ID is less than 6 characters you will need to use your Universal ID followed by LUC Otherwise you can use your normal Loyola Universal ID For example if your name is John Doe and your Loyola Universal ID is jdoe1 your ActivePay ID will be jdoelluc If your name is John Smith and your Loyola Universal ID is jsmith1 your Active Pay ID will be jsmith1 PASS PHRASE your personally selected pass phrase ORGANIZATIONAL ID Loyola Page 5 You may decide to select the Remember My User Name box This will remember your user name and organizational ID but will not remember your password HOME PAGE OVERVIEW PNC Hame Log Gut Cantact Us Y O swum rismo GY rem Hello Brian Announcements 2 Quick Links Usemame bslavin New 1 Old 1 M Org Group loyola Welcome Role Cardhold per ame iani Welcome to Loyola s New ProCard Program PNC ActivePay Last Login September 18 2011 9 05PM My Links Cardholder Information 7 Account 3000 2000 200060354 S LAVINSKAS BRIAN Account Information Credit Limit 4500 00 MCC Summary fast 30 days Wi utes Wok ale Dis i izuburs uu Professional Services end Menibersl ip OryanizaLio Recent Activity show Copyrig itio 2005 2011 Powe red by ExCompars ai AOC Solitons he ProprketanyWi
4. NOT be stored electronically on a University computer server electronic flash drive or optical storage device e g CD or DVD Illinois Sales Tax Exemption Cardholders should notify merchants or vendors of LUC s Illinois sales and use tax exemption where applicable LUC s sales tax exemption may only be used for LUC purchases and may not be used to purchase any items for a Cardholder s personal use Use of LUC s sales tax exemption to purchase any items for a Cardholder s personal use may result in revocation of the Procurement Card and disciplinary action in accordance with LUC s policies Termination LUC may terminate a Cardholder s right to use the Procurement Card at any time for any reason Cardholders agree to return the Procurement Card immediately upon request or upon termination of employment Procurement Card Abuse Prohibited Transactions The Procurement Card User Manual describes misuse fraudulent use and prohibited uses of the Procurement Card including the use of the Procurement Card to purchase any items for Cardholder s personal use collectively the Prohibited Transactions Use of the Procurement Card for Prohibited Transactions could be considered a misappropriation of LUC fund and may result in revocation of the Procurement Card and disciplinary action in accordance with LUC s policies The undersigned Cardholder understands and agrees that LUC will pursue all available remedies under applicable law to r
5. PNC Home Windows Bee DADNE 827m SELECT MONTHLY STATEMENT I NC Home Log Out ContactUs rors remnsacrion manr Q evr Report Studio Company Reports E company Reports Folder lam 1 Company reports fold A Monthly Statement EHI Monthly Statement to he used with documentation submissions Created On 962011 Created By Super Administrator Last Modified 9H32011 Options Execute Schedule gt Transactions with no Approval Retumstransactions that do not have approval box checked Created On 8252011 Created By Super Administrator Last Modified 8252011 Options Execute Schedule Page 20 Identify the period for which you would like to run the report data You can select a pre determined period or a custom range of dates If you are an approver with access to multiple cardholders you can select the cards that you would like to report on by selecting Cards in the Report Parameters box Once you complete the date range you may select execute PNC Home Log Out ContactUs d scconrrrmanacen IEm Report Studio Report Wizard Execute Report Report ninja 90000 9 a ace Execute Execute P Report Report Parameters Display Options Cards To Include in the Report TV 3000C3000CX000 9354 SLAVINSKAS BRIAN SU TET Yes N Records Pw Page ime Date Range 254 10f5 Care Range Based Orr Posting Dt 5 Den Range P
6. These features are not used in our program and can be disregarded CARDHOLDER INFORMATION This section provides a variety of information about your personal card and activity a A display of your truncated card number along with your name as it appears on your card is provided This can assist you when making inquiries to PNC ActivePay Customer Service b Credit Limit The Credit Limit of your Procurement Card is provided MCC Summary Last 30 Days This graphical presentation is a summary of all of your transactions by MCC code This is provided to represent the amount of transactions you have in certain transaction categories This graph represents a total number of transactions and not the total dollars spent d Recent Activity By clicking on Show you can view a recent history of your card activity This list will show all approved and declined transactions that were attempted against your card Page 7 MANAGE TRANSACTIONS The Manage Transactions section under QUICK LINKS will allow you to review and or approve transactions for a specific or customized period of activity Clicking on the MANAGE TRANSACTIONS link will bring you to a Transaction Management screen that will ask you to identify the period and or cardholder s transactions to review and approve PN C Home Log Out Contact Us a SECURITY MANAGER C TRANSACTION MAINT 7 HELP Transaction Maintenance Transaction Management Transactions Search Criteria
7. 2011 Webinar hosted by the Institute of Financial Management IRS Surprise Audits Are Coming Are You Prepared Concentration on Independent Contral Accounting Unit Account C Personal Use IT 100810 amp gato amp a SHB o iv E E 8 31 2011 8 30 2011 9354 SLAVINSKAS BRIAN NCOMPLIANCE SERVICES 677 00 Notes Registration fees for 3 events Documenting a Vendor W9 EWebinar being held on 12 5 2011 Hot Topic 1099 10428 Year End Planning Webinar held on September 8 2011 and 1099 Year End Reporting 1 Accounting Unit Account Code Personal Use e ar 100810 amp Ezt a amp coptoan ciar amp BABS Iv E a 9 1 2011 8 21 2011 9354 SLAVINSKAS BRIAN GROOT INDUSTRIES INCO 168 75 Notes Payment fpor open April 2011 Invoice for Disbursement Services Recycling Services Invoice 7517321 dated 4 30 2011 Accounting Unit Account Code Personal Use 100808 1o No amp esi Sle amp Ba EB e Vv E E 9 12 2011 9 9 2011 9354 SLAVINSKAS BRIAN AT amp T DATA 14 98 Notes September Disbursement Services Data Plan for iPad Accounting Unit Account Code Personal Use 2254 100808 6230 N copy toa car i A Je Q Save Reset Cancel Page 16 1 IRANSACTION ACTION ICONS a View and Edit Transaction Details Split Transaction
8. Card Default Accounting Unit A University accounting unit assigned by a department administrator during the application process to which all transactions for a specific Procurement Card will be charged in the University s financial system Lawson unless manually reassigned to another accounting unit Cardholder A fulltime University employee issued a Loyola University Procurement Card Check Requisition An Accounts Payable form used to request that a vendor be paid via check Code of Ethics An agreement signed by authorized Buyers to comply with University purchasing ethics when making a purchase with University controlled funds CVC CVV Code This is a 3 digit security verification validation code printed on the back of all ProCards Some vendors will require that this code be verified in order to complete a purchase Expense Transfer From A General Accounting form used to request that an expense be transferred from one accounting unit and or account to another Expense Reimbursement Form An Accounts Payable form used to request reimbursement for expenses that were paid for out of pocket Federally Allowable Costs Ordinary and reasonable business expenses that support the mission of the University based on rules defined in OMB A 21 and by LUC Cardholders with authority to assign transactions to grants 5 series accounting units must be certain these expenses are federally allowable costs General Procurement Group Group used
9. Card process whereby cardholders review and verify ProCard transactions so that they can be approved by supervisors and budget administrators Cardholders also print off monthly statement of ProCard transactions and attach it with appropriate receipts and documentation for submission to PCA Purchase Order Requisition An on line form within the University s purchasing system Lawson used to formally request the purchase of goods and or services when the Procurement Card is NOT used Reimbursement Due Loyola Form A Human Resources form used to request a payroll deduction be taken to reimburse the University for personal expenses accidently charged to the ProCard Travel amp Entertainment Group Group used by PNC Bank to classify vendors who have Merchant Category Codes associated with Travel amp Entertainment type of purchases A budget administrator may limit or restrict cardholder access to purchases falling within the Travel and Entertainment Group by contacting the PCA Page 5 APPENDIX C FORMS AND DOCUMENTATION FORMS Accounts Payable Procurement Card General Accounting amp Human Resources forms www luc edu finance forms shtml e Procurement Card Application e Procurement Card Monthly Reconciliation and Approval Form e Expense Transfer Form e Reimbursement Due Loyola Form HR Payroll Deduction e Expense Reimbursement Form out of pocket e Check Requisition Form Other Related documents e Illinois State
10. LOYOLA UNIVERSITY CHICAGO Pa ge 1 GLORIAM LOYOLA UNIVERSITY CHICAGO PROCUREMENT CARD ADMINISTRATION PROGRAM PROCEDURES SUPPLEMENT TO PROGRAM POLICY TABLE OF CONTENTS APPENDICIES CONTACTS DEFINITIONS FORMS AND DOCUMENTATION REFERENCES PNC ACTIVEPAY OVERVIEW PNC ACTIVEPAY REVIEWING AND APPROVING TRANSACTIONS PNC ACTIVEPAY GENERATING AND SCHEDULING REPORTS o07monm r APPENDIX A CONTACTS Page 2 CONTACTS LUC PROCUREMENT CARD ADMINISTRATION Phone 312 915 8754 Fax 312 915 8736 E mail ProCard Admin luc edu PNC BANK PNC ACTIVEPAY CUSTOMER SERVICE Phone 800 685 4039 Website www pncactivepay com ACCOUNTS PAYABLE MANAGER Phone 312 915 8748 Fax 312 915 8736 E mail Accounts Payables luc edu PURCHASING HEALTH SCIENCES Phone 708 216 6254 Fax 708 216 4305 E mail glechantre 9 luc edu PURCHASING LAKESHORE AND WATERTOWER Phone 773 508 3607 Fax 773 508 3610 E mail purchlsc luc edu GENERAL ACCOUNTING Phone 312 915 8717 Fax 312 915 8705 E mail accounting luc edu SPONSORED PROGRAM ACCOUNTING Phone 312 915 8730 Fax 312 915 8705 E mail grntcon luc edu HUMAN RESOURCES Phone 312 915 7521 Fax 312 915 7612 E mail mcapulo luc edu Page 3 APPENDIX B DEFINITIONS Accounting Unit amp Account A 6 digit Lawson budget accounting unit with an accompanying 4 digit account identifier e g 100100 Biology 6100 Supplies
11. Sales Tax Exemption Letter e Procurement Card Employee Cardholder Agreement e Billing Inquiry Form Dispute Form Page 6 PROCUREMENT CARD APPLICATION AND PROFILE MAINTENENCE FORM O New Applicant Requires Justification O Employee Transfer Requires Justification Personal Information Prefix First Name Last Name Mothers Maiden Name for security pwposes Position Title Department Location Supervisor BudgetAdministratorInformation Supervisor Budget Administrator Supervisor Budget Administrator E mail Address Supervisor Budget Administrator Approval Monthly Credit LimitSelect Credit Limit Please select a monthly credit limit Your credit limit should properly reflect your level of spending needs Should you require a non standard limit please contact PCA E MAIL FOR APPROVAL Replacement of Cardholder Replacing Middle Name Suffix Gender ____ Select d Date of Birth 3 E mail Address Extension Extension Default Accounting Unit The default accounting unit will be azzigned to all transaction for the cardholder A cardholder may reassign a given transaction to alternative accounting units based upon security access when necessary Justification Please provide a detailed explananon indicanng a jusoficanon Le anticipated spending needs for any new card request or rransfer of an existing card to another department 9 For PCA Use Only PaymentN
12. applicable LUC policies must be followed by Cardholders Violations of such policies may result in revocation of the Procurement Card and disciplinary action in accordance with LUC s polices Payment Card Industry Data Security Standards PCI DSS It is a violation of the ProCard policy to share the physical card and or card number with anyone Transactions made with a ProCard should ONLY be processed by the person to whom the card was issued Moreover ProCards cannot be transferred from one employee to another when someone leaves the University changes departments or no longer requires a ProCard as they are issued to an individual and not to a department C ardholders should NEVER e mail their full 16 digit ProCard account number to anyone including both external merchants and internal Loyola ProCard Administrators supervisors or budget administrators When storing ProCard statements and documentation cardholders must ensure that full 16 digit credit card numbers are not listed on ProCard receipts invoices or registration order forms When full 16 digit account numbers are displayed cardholders must redact Strike out account numbers so that only the last four digits are visible Furthermore cardholders should never photocopy the front and or back of a ProCard or store ProCard expiration dates or 3 digit CVC CVV codes Moreover ProCard account information full 16 digit account numbers expiration dates 3 digit CVC CVV codes may
13. by PNC Bank to classify vendors who have Merchant Category Codes associated with General Procurement type of purchases A budget administrator may limit or restrict cardholder access to purchases falling within General Procurement Group by contacting the PCA Merchant Category Code MCC A descriptive code chosen by a vendor to indicate the type of business they conduct These codes are used by PNC Bank to determine if a particular transaction should be considered a Travel amp Entertainment type expense or an General Procurement type expense In PNC ActivePay the University s 4 digit Lawson Accounts will default based on the MCC associated with the transaction PNC ActivePay Organization Identification Organization ID A code used by PNC Bank to identify Loyola University Chicago PNC ActivePay users In addition to a User ID and Pass Phrase users attempting to access the PNC ActivePay site www pncactivepay com will be required to enter Loyola s Organization ID loyola Page 4 Preferred Vendors Suppliers A preferred vendor supplier is one that establishes a contractual relationship with the University for the supplying of goods and or services to the campus community These are vendors selected based upon a variety of parameters quality special discounts or rebates that may apply When preferred vendors are used the institution can leverage purchases to maximize the value to the University e g preferred quality and pricing enhance
14. ccount fields to represent a split transaction 6 PERSONAL USE FLAG This is to be used in the event a cardholder uses their card for a personal purchase If the transaction has a split charge it will show a check mark in the Accounting Unit and Account fields to represent a split transaction Page 10 To review and or approve a transaction select the View and Edit Transaction Details Icon Cc This screen will allow you to view the details of a transaction and give you access to review and or approve ndi xi go z m nxuctoepts com AGE SEM ae ecge trascorsa t insectes mon age alkene NS J x Pp De Gt yew Favornes Ip tito Comen st Xk db Bec treater oe temm A D ob mm 5 PNC Trareacton ense Luacmwdeodeauum 1 TRANSACTION DETAILS FOR THE SELECTED ACCOUNT Section includes the following information a Postand transaction date b Reference Number c Merchant d Transaction amount 2 MERCHANT INFORMATION 3 BILLING INFORMATION 4 FLAGS AND NOTES The flags are the review and approval flags that Cardholders and Approvers will use to manage their transactions In addition the notes section will be required for all transactions 5 COMMENTS This section is to be used by Procurement Card Administration only 6 SPLITS This section will allow you to Split the accounting distribution of a transaction Page 11 7 EXPAND COLLAPSE AND GOTO These features will allow you to Expand or
15. cking on the Transaction Management Tab 3 Alternatively you can navigate to the next transaction by clicking on the next link at the top right hand side of the transaction detail screen Page 19 APPENDIX G PNC ACTIVEPAY GENERATING AND SCHEDULING REPORTS You can use the ad hoc reporting tool to create your monthly transaction statement for submission to PCA with supporting documentation In order to begin the process you will need to navigate to the Report Studio see item 3 in APPENDIX E PNC ACTIVEPAY GENERATING AND SCHEDULING REPORTS Select REPORT STUDIO gt COMPANY REPORTS UI am Home Windows Internet Explorer Go S https www pneactivepay com startup aspx z g l4 File Edt View Favorites Tools Help Convert Fi Select we deo Buc Home SECURITY MANAGER Hello Brian Announcements Usemame bslavin 8 New 1 0ld 1 Oia Group loyola Welcomel rom LOYOLA UV CHICAGO PCARD ADMIN on September 14 Welcome to Loyola s New ProCard Program PNC ActivePayl Role Cardholder LastLogin September 18 2011 905PM Cardholder Information Account XXXXXXXXK XXXX 9354 SLAVINSKAS BRIAN Account Information Credit Limit MCC Summary last 30 days Wil Utilis Wholesale Distributors Hs Professional Services and Membership Organizatio https jvww pncactivepay comjreportStudio myAndStandard viewDirectory aspx Folder Type COMPANY Bstart Go 9 GE Er Procard Policy and Proce
16. collapse each informational section on the detail screen In addition you can navigate to each section by using the hot links on the right hand side of the transaction detail section 8 EXPAND AND COLLAPSE ARROWS Allows you to expand and collapse each section separately 9 DISPUTE If a transaction is in dispute users can obtain a Dispute Action form from this link Page 12 APPENDIX F PNC ACTIVE PAY REVIEWING AND OR APPROVING A TRANSACTION In order to review and or approve a transaction the following must be considered e Cardholders have followed all Payment Card Industry Data Security Standards PCI DSS Please see Procurement Card Policy and Procedure Manual for more details e Transactions made with a ProCard have ONLY been processed by the person to whom the card was issued e All transactions have been reviewed and allocated to the proper Accounting Unit and Account e A description and business purpose have been provided in the FLAGS AND NOTES section of the Transaction Details screen o Notes on hosted events or entertainment expenses list the names of all individuals present their affiliation with Loyola and the business purpose e Sales tax has NOT been charged or reimbursement has been requested for sales tax charged in error e While traveling on behalf of the University the specified meal Per Diem rates have not been exceeded Please note any amount over the Per Diem rate is considered contrary to policy and m
17. ctive Pay PNC PNC Bank Visa Account Maintenance Windows Internet Explorer E ni x j JE https www pncactivepay com d a x Google Pv Ele Edit View Favorites Tools Help Convert PP Select we d Em 1 PNC Bank Visa Account Maintenance t gt E mh Page O Tools D PNC HAVING PROBLEMS LOGGING IN USER LOG IN CASE SENSITIVE Make sure your CAPS LOCK key is set correctly Passwords are case sensitive For example the passwords password and PASSWORD are not equivalent USERNAME bslavin Usernames are not case sensitive PASSWORD BROWSER COOKIES If cookies are not being accepted correctly loa SOSO S S by your computer you will be logged out of your accountas soon ORGANIZATION ID loyola as you move to a different page This may be blocking your current ability to log in Make sure your computer accepts cookies M Remember my Username Log In SYSTEM REQUIREMENTS This system requires Microsoft eom Internet Explorer version 6 0 or higher In addition your browser must be capable of Secure Socket Layer 128 bit 4 Register or cardi bolt aistratic encryption and have JavaScript enabled s drip c RES Forgot Username or Password Only for card holders Copyright 2005 2011 Powered by EnCompass an AOC Solutions Inc Proprietary Web Product All Rights Reserved Privacy Policy Log into PNC ACTIVEPAY using the following information USER ID your Loyola Universal
18. d customer service and timely delivery Procurement Card ProCard The University s credit card issued by PNC Bank to which a specific employee is assigned use and responsibility for making acquisitions of goods and services and the reconciliation thereof Procurement Card Administration PCA A division of the Accounts Payable Department responsible for administering the ProCard program Procurement Card Application An Accounts Payable form used to request a new ProCard Procurement Card Employee Cardholder Agreement An agreement signed by a cardholder attesting to their being made aware of and their agreement to comply with the ProCard policies and procedures Procurement Card Introduction and Training Session A mandatory training session cardholders must attend prior to ProCard distribution and activation Cardholders are given information on how to use their ProCards within the limits as described in the ProCard Procedure document In addition cardholders are given a quick tutorial of the PNC ActivePay website used by the University to house ProCard transaction data At the conclusion of the session cardholders sign the Procurement Card Employee Cardholder Agreement and receive their new card Procurement Card Monthly Reconciliation and Approval Form An Accounts Payable form used to reconcile ProCard monthly statements with all supporting documentation Procurement Card Review and Approval Process A mandatory bi monthly Pro
19. ecover the amount of charges resulting from the use of the Procurement Card for such Prohibited Transactions in order to reimburse LUC for such amounts The undersigned employee Cardholder has read the above and will read and become familiar with the Procurement Card User Manual has attended training regarding use of the Procurement Card and agrees to be bound by these terms and conditions and LUC policies and procedures Cardholder Name Please Print Department Name Cardholder Signature Date Page 2 5 PNC Billing Inquiry Form our sta eteandsign this form We must hear from you no later than 60 days afterwe nil cun the fist bill on which thee error or sack occurred Please be as complete as possible when explaining yourinquiry and remember to include relevant documents Insufficient documentation may delay the resolution of yourinquiry Also please be sure to make a good faith effort to resolve with the merchant prior to filing a dispute Primary Cardholder Name Please Print Daytime Phone Please send completed form via mail CardNo fax or email PNC Transaction Date P O Box 2859 Kalamazoo MI 49003 2859 Post Date or p Fax 269 973 1688 T E mail billinginquiries pnc com Merchant Name Primary Cardholder Signature Date Check the ONE box below that best fits your situation and supply the requesteditems or information 1 A credit for wasnot applied to my card number Attach credi
20. ection you can choose to streamline your query by selecting certain query options You can elect to search by one or all of the following a Account Code Account Code Description Accounting Unit Accounting Unit Description Approved Personal Use Review Type m hpn Page 15 Once you identify the period and or cardholder s you will be presented the transaction summary listing Important items of note are as follows PN Home Log Out Contact Us Q3 transaction MAINT 7 HELP SECURITY MANAGER Transaction Maintenance Transaction Management Transactions Search Criteria Select search criteria and click on Search for results For All transactions for the selected date range click on Search Date Range Freies zi Last 30 Days z Card Number OXX XXXX XXXX 9354 BRIAN SLAVINSKAS Search Criteria Search Term Fiter Type No search terms have been added Account Code E Equal To E Add Reset Transactions Summary Payments Excluded Total Number of Reviewed E Approved H Approved2 9 Transactions Amount 1 135 74 Amount 0 00 Amount 0 00 Total Transactions Amount 1 135 74 Financial Codes View C Hide Post Date w Trans Date Act 4 Name Merchant Amount Envelope Spit Disputed amp BAB So Vv E E 8 30 2011 8 29 2011 9354 SLAVINSKAS BRIAN IOMA IOMF IOCS 275 00 Notes Webinar registration cost for the September 13
21. ement Transactions Search Criteria Select search criteria and click on Search for results For All transactions for the selected date range click on Search Date Range Freies zi Last 30 Days z Card Number OXX XXXX XXXX 9354 BRIAN SLAVINSKAS Search Criteria Search Term Fiter Type No search terms have been added Account Code E Equal To E Add Reset Transactions Summary Payments Excluded Total Number of Reviewed E Approved H Approved2 9 Transactions Amount 1 135 74 Amount 0 00 Amount 0 00 Total Transactions Amount 1 135 74 Financial Codes View C Hide Post Date w Trans Date Act 4 Name Merchant Amount Envelope Spit Disputed amp BAB So Vv E E 8 30 2011 8 29 2011 9354 SLAVINSKAS BRIAN IOMA IOMF IOCS 275 00 Notes Webinar registration cost for the September 13 2011 Webinar hosted by the Institute of Financial Management IRS Surprise Audits Are Coming Are You Prepared Concentration on Independent Contral Accounting Unit Account C Personal Use IT 100810 amp gato amp a SHB o iv E E 8 31 2011 8 30 2011 9354 SLAVINSKAS BRIAN NCOMPLIANCE SERVICES 677 00 Notes Registration fees for 3 events Documenting a Vendor W9 EWebinar being held on 12 5 2011 Hot Topic 1099 10428 Year End Planning Webinar held on September 8 2011 and 1099 Year End Reporting 1
22. eriod Curent Month The output screen will provide you the data returned Folder Back Print Export Report Information ReportName Monthly Statement Comment For Official Use Only ReportMode RECORD VIEW Created Date 09 08 2011 10 47 AM Record s Found 2 Last Modified Date 0943 2011104PM ReportRun Time 09482011934PM Monthly Statement Records Actions First Name Last Name Posting Dt Merchant Name Transaction Amount Sales Tax Accounting Unit Account Code Note ER Webinar registration cost forthe September 13 2011 Webinar hosted by the Institute of Financial Management IRS BREN BU AMINSEAR SED EOL TOMMUMEAGES ZO geo 100010 Gak Surprise Audits Are Coming Are You Prepared Concentration on Independent Contractor Classification NCOMPLIANCE Registration feesfor3 events Documenting a VendonW9 EWebinar being held on 12 5 2011 Hot Topic 1099 10428 Year EB BRIAN SLAVINSKAS 08812011 SERVICES 67700 000 100810 6310 End Planning Webinarheld on September8 2011 and 1099 Year End Reporting Seminar being attended by Patrick King on September21 2011 You can click on PRINT to print the report in pdf or you can select EXPORT to export the file to Excel or other file types An example of the pdf file type is below Monthly Statement PNC 9 18 2011 9 36 10 PM For Official Use Only First Name Last Name PostingDt Merchant Name Sales Tax Accounting Unit Account Code Note Transaction Amo
23. et Access Type select both if applicable C Basic Cardholder _ Cardholder and Approver L Manager Approver Administrator LC PrincipalInvestigator PCA Approval Date Finance Approval Date Unique Identifier Card Number Dept Number EID User Name O Account Created O Plastic Received Page 7 m LOYOLA z E UNIVE PROCUREMENT CARD AUDIT RECONCILIATION Me CHICAGO Y Preparing T to lead extraordinary lives Reconciliation Month Cardholder Name Employee ID Department Extension Campus Building Room This document certifies that vou as the cardholder are in compliance with all Procurement Card policies and procedures for the above reconciliation period Such compliance pertains but is not limited to the following key concepts e Cardholders are responsible for following Payment Card Industry Data Security Standards PCI DSS Please see Procurement Card Policy and Procedure Manual for more details e Transactions made with a ProCard have ONLY been processed by the person to whom the card was issued e Alltransactions have been reviewed and allocated to the proper Accounting Unit and Account e A description and business purpose has been noted in ActivePay for each transaction e Notes on hosted events or entertainment expenses list the names of all individuals present their affiliation with Lovola and the business purpose e Sales tax has NOT been charged or reimbursement has been requested for sales ta
24. folder m Mail From lt activepay notices pncactivepay com gt Pal Rev GE From lt activepay notices pncactivepay com gt To Cobb Kyle Slavinskas Brian Subject Scheduled Report Monthly Report Here is your Scheduled Report Configure your Schedule Report settings by selecting the Schedule link located on the Report s Information section 9 21 2011 2 32 09 AM
25. k action X Date Program Administrator Daytime Phone Page 3 APPENDIX D REFERENCES REFERENCES Accounts Payable Policies e Procurement Card Policy and Procedures http www luc edu business services purchasing ProCard shtml e Travel amp Business Expense Policy http www luc edu finance policies shtml e Per Diem Rates http www luc edu finance policies shtml e Mileage Reimbursement www luc edu finance milereim shtml Purchasing Policies e Purchasing Policy amp Purchasing Manual http www luc edu business services purchasing shtml e Preferred Vendors amp Suppliers Listing http www luc edu business services purchasing vendors shtml General Finance Policies e http www luc edu finance policies shtml e Account Code Definitions www luc edu finance pdfs operrevexpdefs pdf Human Resources Policies e http www luc edu hr index shtml Sponsored Program Accounting e www luc edu finance spa index shtml Cash Management e www luc edu finance casmgm shtmL Page 4 APPENDIX E PNC ACTIVEPAY OVERVIEW The Procurement Card system is a PNC Bank system called PNC ActivePay PNC ActivePay can be accessed in 2 ways 1 You can access through the internet at www pncactivepay com This website is not part of the Loyola Network and can be accessed both on and off of the Loyola Campuses 2 You can access through the Loyola Programs by going to Start gt Loyola Software gt Administrative Applications gt PNC A
26. kb Product All Right Rese ned Privacy Palicy 1 GREETING This area provides verification of your current session It shows your User Name Organizational ID your Role in the program Cardholder Approver or Cardholder Approver 2 ANNOUNCEMENTS This area will provide you with important program related details and information This section will be maintained frequently by the Procurement Card Administrator You can view New or Past announcements by toggling between the New and Old tabs 3 REPORT STUDIO This link will connect you to the reporting tools to assist in setting up scheduling and executing reports for your transactions as a cardholder and or approver 4 QUICK LINKS These provided links will assist you in the more frequent applications of the ActivePay system a Manage Transactions This is the area that you will navigate to on a frequent basis to identify transactions that require review or approval b View Statements This link will provide you with access to run boilerplate statements of your account These statements are NOT to be used for your monthly documentation submissions Those reports can be accessed through the REPORT STUDIO See number three 3 above c Change My Password You can manage your password by following this link Page 6 MY LINKS For your convenience this section will provide you with a list of the 5 most frequented areas that you visit within ActivePay INBOX AND REPORTS
27. n addition you can also elect to have the report run only if there are transactions that meet the scheduled criteria SEND TO E MAIL ADDRESS You can assign the e mail addresses to which you would like the report delivered You can assign multiple e mail addresses by separating them by a semicolon ENCRYPTION PASSWORD In order to schedule a delivery of reports to an e mail address an encrypted password must be assigned If you assign more than one e mail address to receive your report this password will be used by all recipients of the report APPROVERS ONLY Click the SPECIFY CUSTOM REPORT CONDITIIONS tab and select CARDS to receive a statement with only your transactions Once you have confirmed the password you can click on SCHEDULE REPORT You will receive a confirmation screen that details the report schedule criteria Report Schedule for Monthly Statement Report Schedule Details Report Schedule Updated Nickname SEES Monthly Transaction Report for Documentation Submission Output DUNS MONTHLYS202011 Por EEr bslavin luc edukcobb luc edu Custom Password Password Report Defaults Conditions Scheduled Report Scope Previous Month based on the Posting Dt Scheduled Report Conditions Close Edit Schedule You will receive an e mail from activepay notices pncactivepay com with your report Please be sure to add this e mail address to your trusted addresses so that it will not be sent to your SPAM
28. on date b Reference Number c Merchant d Transaction amount 2 MERCHANT INFORMATION 3 BILLING INFORMATION 4 FLAGS AND NOTES The flags are the review and approval flags that Cardholders and Approvers will use to manage their transactions In addition the notes section will be required for all transactions 5 COMMENTS This section is to be used by Procurement Card Administration only 6 SPLITS This section will allow you to Split the accounting distribution of a transaction Page 18 7 EXPAND COLLAPSE AND GOTO These features will allow you to Expand or collapse each informational section on the detail screen In addition you can navigate to each section by using the hot links on the right hand side of the transaction detail section 8 EXPAND AND COLLAPSE ARROWS Allows you to expand and collapse each section separately 9 DISPUTE If a transaction is in dispute users can obtain a Dispute Action form from this link In order to finalize the transaction and move on to the next transaction you can perform the following m laix 2S Ja x Be p Kew Pavone Ie tb Eome PO select He e l O O Q0a 0wa m cof 000 Renammg Ameen Bone TTTFTT TD re NON 1 Once you have populated the proper information you must click on the SAVE button on the bottom of the screen to save any and all changes 2 You can navigate back to the Transaction Summary Listing by cli
29. on the following tax exemption identification number E9989 4408 06 To claim the exemption you must provide this number to your suppliers when purchasing tangible personal property for organizational use This exemption may not be used by individual members of the organization to make purchases for their individual use This exemption will expire on May 1 2015 unless you apply to the Illinois Depart ment of Revenue for renewal at least three months prior to the expiration date Office of Local Government Services Illinois Department of Revenue STS 49 R 2 98 IL 492 3456 11 0000093 Page 8 NEZ LOYOLA 205 UNIVERSITY 9 CHICAGO Preparing people to lead extraordinary lives Page 9 Procurement Card Employee Cardholder Agreement Introduction Loyola University Chicago LUC has entered into a Procurement Card Agreement that provides certain employees Cardholders with a Procurement Card at LUC s expense for LUC related business All Cardholders will receive a Procurement Card User Manual and training regarding use of the Procurement Card Each Procurement Card has a pre set spending limit which is determined by the Cardholder s Budget Administrator The Procurement Card may not be transferred to or assigned to anyone other than the designated Cardholder The Cardholder should sign the Procurement Card immediately upon receipt The policies contained in this agreement in the procurement Card Users Manual and other
30. s View Merchant Details d Ss View Billing Details 2 REVIEW AND APPROVAL STATUS Shows whether or not a transaction has been reviewed or approved 3 NOTES Will display the transaction notes as entered by the cardholder 4 ACCOUNTING UNIT Will display the accounting unit to be charged If the transaction has a split charge it will show a check mark in the Accounting Unit and Account fields to represent a split transaction 5 ACCOUNT Will display the account to be charged If the transaction has a split charge it will show a check mark in the Accounting Unit and Account fields to represent a split transaction 6 PERSONAL USE FLAG This is to be used in the event a cardholder uses their card for a personal purchase If the transaction has a split charge it will show a check mark in the Accounting Unit and Account fields to represent a split transaction Page 17 To review and or approve a transaction select the View and Edit Transaction Details Icon Cc This screen will allow you to view the details of a transaction and give you access to review and or approve ndi xi go z m nxuctoepts com AGE SEM ae ecge trascorsa t insectes mon age alkene NS J x Pp De Gt yew Favornes Ip tito Comen st Xk db Bec treater oe temm A D ob mm 5 PNC Trareacton ense Luacmwdeodeauum 1 TRANSACTION DETAILS FOR THE SELECTED ACCOUNT Section includes the following information a Postand transacti
31. t All Rights Rese ned Page 14 MANAGE TRANSACTIONS The Manage Transactions section under QUICK LINKS will allow you to review and or approve transactions for a specific or customized period of activity Clicking on the MANAGE TRANSACTIONS link will bring you to a Transaction Management screen that will ask you to identify the period and or cardholder s transactions to review and approve PN C Home Log Out Contact Us a SECURITY MANAGER C TRANSACTION MAINT 7 HELP Transaction Maintenance Transaction Management Transactions Search Criteria Select search criteria and click on Search for results For All transactions for the selected date range click on Search Date Range Perico Tess z Card Number OOX XXKXK 00K 9354 BRIAN SLAVINSKAS Search Criteria Actions Search Term Filter Type No search terms have been added 2 Account Code z Equal To J Add Reset Search Copyright 2005 2011 Powered by EnCompass an AOC Solutions Inc Proprietary Web Product All Rights Reserved 1 DATE RANGE AND CARD NUMBER You can select the period type for the transactions that you would like to review Selection options are Period Custom or Billing Once you have been through a complete Billing Cycle the Billing Cycle Option will default In addition if you are an approver you can select the cardholder s that you would like to review 2 SEARCH CRITERIA In this s
32. t slip 2 The amount charged to my card numberis incorrect The correct amountis Attach copy ofthe sales slip that shows the correct amount 3 I certify that the charge listed above was not made by me or any person authorized by me Nor were the goods gy services for this charge received by me or anyone authorized by me The Card circle one isis notin my possession Attach detailed letter outlining your attempts to resolve with merchant 4 Although I did participate in a transaction with the merchant I was billed for additional transactions which I did not authorize The valid charge was billed to my cardnumberon date Attach copy ofthe authorized sales slip 3 have not received the merchandise that was to have been shipped to me Expected date of delivery was date I contactedthe merchant on date andthe merchant s Ie3Pp9Bs amp Was 6 Ihave circle one retumed cancelled merchandise on date because Please provide proof of retum cancellation Ifthis is a hotel cancellation please provide cancellation number i Merchandise that was shipped amived damaged and or defective on date Iretumedit on date Please provide merchant response My card was used to secure this purchase however payment was made by cash check or other credit card Please provide a legible copy of front and back of cancelled check cashreceipt or card statement showing the transaction Ihave reviewed the above information for Ban
33. tingon m sag2o1 Output Type Excel Document Report Delivery Options Download Ed il Only Crd e If Records Found Send To This Email Address ForMultiple Addresses Use a Semicolon to Separate Them Leave dus elc blank D ase pour rej tbe sento pour eral aobress as erred Mr your aser Nvoovngtos mes Encryption Password Confirm Password TINS pes sAxva IS used D ence yR pour Oe roy VAN need it d be ae D reso fie i yow fave PNS ROO bran your ASSO Toni fe ION page VAN be Schedule Report Parameters Use Default Report Conditions Specify Custom Report Conditions Scheduled Report Date Range Previous Month based on the Posting Dt Scheduled Report Conditions ThisReportHas No Special Conditions Schedule Report Close SCHEDULE NICKNAME Identify a report nickname The nickname will be provided in the subject line of the e mail when sent to the designated recipients SCHEDULE DESCRIPTION Identify a description for your report FREQUENCY Schedule the frequency for which you would like the report to run Reports can be scheduled to run Daily Weekly Monthly Quarterly or Annually OUTPUT TYPE Identify the output type for your report PCA recommends using pdf to accompany your Monthly Documentation Submissions Page 23 DELIVERY OPTIONS You can also identify how to schedule this report You can elect to have the report created for access in PNC ActivePay or access in your e mail box I
34. unt TBRIAN SLAVINSKAS O8 302011 IOMA IOMF IOCS 27500 000 100810 6310 Webinar registration cost for the BRIAN SLAVINSKAS 08 31 2011 NCOMPLIANCE SERVICES 67 00 0 00 100810 e310 Registration fees for 3 events Documenting a Vendor 1099 10425 Year End Planning 8 Webinar held on 2011 and 1099 Year End Page 21 In efforts to provide a more user friendy interface you can also schedule your report to run and be delivered to your e mail address or other e mail addresses of your choice for example you can schedule the report to be delivered to your e mail and the e mail address of your assistant or department budget administrator In order to schedule your report click on the REPORT STUDIO gt COMPANY REPORTS link to show the company reports Select SCHEDULE in order to set the schedule criteria C Home Log Out ContactUs pm D IES Report Studio Company Reports E company Reports Folder gt Monthly Statement EE Monthly Statement to be used with documentation submissions Created On 962011 Created By SuperAdmipisteate Last Modified 9n320 Options Execut gt Transactions with no Approval Retums transactions that do not have approval box checked Created On 8252011 Created By Super Administrator Last Modified 8252011 Options Execute Schedule Page 22 Report Schedule for Monthly Statement Schedule Nickname Schedule Description Frequency Daily sta
35. ust be refunded to the University e All expenses have a legitimate business purpose and are in compliance with the University s Travel and Business Expense Policy e No personal expenses have been charged to the ProCard e The appropriate box was checked in the FLAGS AND NOTES section of the Transaction Details screen e Once complete and all appropriate information is populated and confirmed the user clicks on Save at the bottom of the page to save any changes made to the transaction Page 13 From the PNC ACtivePay Home Page select MANAGE TRANSACTIONS from the Quick Links window 2 PNC Hello Brian Usemame Org Group Role Last Login My Links bslavin loyola Cardholder September 18 2011 905PM int Modification History 5 r Information 4 Report Folder IMPANY 4 Announcements New 1 Old 1 Welcome fom 10 Welcome to Loyola s New ProCard Program PNC ActivePay September 1d Cardholder Information Account 3000 30000 000 9354 S LAVINSKAS BRIAN Account Information Credit Limit 4500 00 MCC Summary last 30 days SR unites Wholesale Di iisulu ues gy Presiona Services nnd Memini iip Organizativ Recent Activity show Home Lag Out Cantact Us LyvTEP meme Quick Links Manage Transactions E ees pH 0 Inbox Items Reaulre Atention Reports Copyright 2005 2011 Powe red by ExCompass as AOC Soltos lnc Propre tany Vwd P rodic
36. x charged in error e While traveling on behalf of the University I did NOT exceed the specified meal Per Diem rates Please note any amount over the Per Diem rate is considered contrary to policy and must be refunded to the University e All expenses have a legitimate business purpose and are in compliance with the University s Travel and Business Expense Policy e No personal expenses have been charged to the ProCard e Support receipts invoices and or confirmation documentation is present for each transaction and is attached to my ProCard Statement in an organized fashion e Copies of my statement and all supporting documentation have been retained for my records Cardholder Signature Date Illinois Department of Revenue Office of Local Government Services Sales Tax Exemption Section 3 520 101 W Jefferson Street Springfield Illinois 62702 217 782 8881 April 23 2010 LOYOLA UNIVERSITY OF CHICAGO OFFICE OF THE GENERAL COUNSEL 820 NORTH MICHIGAN AVE CHICAGO IL 60611 We have received your recent letter and based on the information you furnished we believe LOYOLA UNIVERSITY OF CHICAGO of CHICAGO IL is organized and operated exclusively for educational purposes Consequently sales of any kind to this organization are exempt from the Retailers Occupa tion Tax the Service Occupation Tax both state and local the Use Tax and the Service Service Use Tax in Illinois We have issued your organizati
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