California State University San Marcos

1
ProCard Training Guide

• California State University San Marcos
• ProCard Training Guide
• July, 2007

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Contents

• General ProCard Policies .3
• Approval Process Timeline...6
• Log In Procedures..7
• Transactions Review Navigation..9
• Editing Accounting Fields.11
• Editing the Description Field..15
• Save and Approve Procedures16
• Splitting Transactions.19
• Disputing Transactions..21
• Helpful Tips For Transactions Review.22
• Creating your Cardholder Transaction Report23
• Where To Find Help.26

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General ProCard Policies

• Your ProCard is for University business purposes
  only.
• Do not lend your ProCard or ProCard information
  to others for use. Keep your ProCard in an
  accessible, but secure location.
• You are responsible for providing documentation
  and timely reporting for all purchases.

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General ProCard Policies
5
General ProCard Policies
Your card should only be used for approved
purchases. Please refer to your ProCard Manual
for detailed information. ProCards are not
authorized for cash advances. Meal, travel and
entertainment charges are prohibited on your
ProCard.
6
Approval Process Timeline

• A charge is made with the ProCard within the
  current cycle.

The cardholder logs into Transactions Review to
edit and approve all transactions posted through
their cycle end date of the current month.
The purchase is loaded into the Transactions
Review system 24-72 hours from the transactions
post date. Default accounting from the
cardholders application is applied to the new
line item.
After the cycles end date, all approved
purchases are posted to departmental accounts.
7
Log in Procedures
From your internet browser, go to
https//gesamservice.corpcard.com
Enter your Database Name, CSUSM.
Enter the last 8 digits of your ProCard number as
your Logon ID. The first time you log in, your
Password will also be the last 8 digits of your
ProCard.
Reset your own Password here. If you still cannot
log in, email the ProCard Administrator at
bsainz_at_csusm.edu.
8
Log in Procedures
9
Transactions Review Navigation
1. Access the Transactions Review screens, or
change your password/email address. 2. Find
help, or log out of the system. 3. Review
important messages and helpful tips from the
administration team. 4. Use these links to
access our ProCard site (or other sites), and to
e-mail questions. 5. In the future, this area
may be used.
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10
Transactions Review Navigation
6. Display Tab set Display and Sorting
options. 7. Dispute Tab provides dispute
confirmation number and initiates dispute
process. 8. Operation Tab menu options
include disputing an item. 9. Reports Tab
create and print Cardholder Transaction
Report. 10. Search Tab search for a particular
transaction within your account. 11. Next and
Last Tabs if more than 25 transactions, use
these to navigate between screens.
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11
Editing Accounting Fields

• Each transaction will be assigned the default
  accounting from the ProCard Program Agreement
  Form. If your default must be changed for any
  reason, complete the ProCard Program Agreement
  Change Form. Cardholders may edit the accounting
  fields as necessary, to ensure charges are
  allocated correctly.

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12
Editing Accounting Fields
13
Editing Accounting Fields
14
Editing Accounting Fields
15
Editing The Description Field

• If Purchasing Card Item is listed in the
  Description field, you must enter a more specific
  description of what was purchased.
• Highlight and delete Purchasing Card Item from
  the Description field, then enter a specific
  description of what was purchased. If there are
  numerous items under one transaction, simply list
  the three most costly items in the description
  field.

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16
Save and Approve Procedures
17
Save and Approve Procedures
18
Save and Approve Procedures
19
Splitting Transactions
20
Splitting Transactions
21
Disputing Transactions
1. Select the Dispute Tab and a new window
will open with the transaction information. 2.
The new window prompts the dispute details to be
entered. 3. By clicking submit, the database
will provide a dispute confirmation number and
initiate the dispute process with GE CPS.
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Helpful Tips For Transactions Review

• Log into Transactions Review to approve your
  charges on a weekly basis to prevent feeling
  overwhelmed at the end of the month.
• Be sure to navigate using the Next and Last
  buttons within Transactions Review. Using the
  Back or Forward button on your browser may
  log you out of the system.
• If an item is in dispute, you are still required
  to mark it as approved in Transactions Review.
  If a credit is issued as a result of your
  dispute, the credit will appear as a new line
  item for you to approve. You must approve the
  credit to the same accounting as the original
  debit.

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Creating Your Cardholder Transaction Report
Click on Reports and select Cardholder
Transaction Report.
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Creating Your Cardholder Transaction Report
Enter the date range for the cycle you are
reconciling and sort by whatever you wish from
the dropdown menu.
Click the Create Report button.
25
Creating Your Cardholder Transaction Report
Print Cardholder Transaction Report, sign and
attach all receipts and submit to Approving
Official.
26
Where To Find Help

• Our customer service number is printed on the
  back of your card. Representatives at this line
  will assist you with the following items
  Lost/Stolen Cards, and Disputed or Fraudulent
  Charges.
• Please direct all Transactions Review questions
  (passwords, navigation, etc.) to the ProCard
  Administrator at bsainz_at_csusm.edu.
• For information regarding ProCard policies and
  procedures, please visit the following link
  http//www.csusm.edu/procurement/procard/ProCard.h
  tm
• If you receive connectivity errors while using
  the Transactions Review system (excluding
  password and navigation issues), please contact
  our Help Desk at 1-800-464-3603, Option 3.