BPC Electronic Submission Process

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Owen Dixon
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BPC Electronic Submission Process Email from AP log is ready to download AP will email the card coordinator/card

Log may be incomplete if it is downloaded before the transactions have loaded into Banner.

under Quick Links The report, FCD00700 Visa Transaction Log by Cardholder, can be accessed in the following

1 BPC Electronic Submission Process from AP log is ready to download AP will the card coordinator/card holder when a log is ready to download. Do NOT download the log until this notification has been received. Log may be incomplete if it is downloaded before the transactions have loaded into Banner. Accessing the log in Reporting Services Reporting Services can be accessed in mywsu on the Faculty/Staff tab under Quick Links The report, FCD00700 Visa Transaction Log by Cardholder, can be accessed in the following Reporting Services directories. Pick the card type that will be accessed based on the you receive from Accounts Payable Select the statement cycle

2 Select the card number; if pull down does not include your correct cards, contact the BPC Administrator. Export log for editing Select Excel as the file type from the drop down, then click Export. Revised 8/24/18 Page 2

Make funding changes and provide descriptions Remember: Fill out the log completely! Detailed Descriptions of Who, What, Where, When and Why are required.

3 Make funding changes and provide descriptions Remember: Fill out the log completely! Detailed Descriptions of Who, What, Where, When and Why are required. If there is too much text to be viewed in the description cell, activate Wrap Text and increase the row height until all information is showing. If YOU cannot see it, Accounts Payable and ORTT cannot see it! Print the log Revised 8/24/18 Page 3

Attach receipts In order to make it easier for Accounts Payable and ORTT to review, do the following: o Attach multiple receipts per page (as long as they are in order of the log and not turned in

4 Attach receipts In order to make it easier for Accounts Payable and ORTT to review, do the following: o Attach multiple receipts per page (as long as they are in order of the log and not turned in different directions) o Tape around the edges of a receipt (do not cover text) o Use clean (not recycled) paper Obtain signatures Approvers must both print and sign their names. Scan to PDF (with receipts) Review the scanned document. If YOU cannot read it, Accounts Payable and ORTT cannot read it! Remember to get both sides of an invoice if it is printed on the front and back of a page. Are all pages facing the correct direction? Is everything legible? If the scan is ed from the copier, save the attached PDF to computer. Prior to Accessing the eform You MAY need to temporarily change a browser setting if you use Internet Explorer when accessing this form. Firefox users do not need to make this change. For Internet Explorer users, you can view this setting by doing the following before going to the eform: 1. Go to the Gear in the upper right hand corner 2. Select Compatibility View Settings Revised 8/24/18 Page 4

1. Uncheck the box that says Display intranet sites in Compatibility View 2. Click Close When you are done with the eform, you may choose to put this setting back.

Access the eform Use Firefox or Internet Explorer Now you can go to the links below to complete the submission process: eform link locations (any of the links below access the same eform) o Admin

5 1. Uncheck the box that says Display intranet sites in Compatibility View 2. Click Close When you are done with the eform, you may choose to put this setting back. If you do not, the browser may look different when using Reporting Services and other applications. Access the eform Use Firefox or Internet Explorer Now you can go to the links below to complete the submission process: eform link locations (any of the links below access the same eform) o Admin Toolbox mywsu Administrative Processes & Procedures Toolbox Toolbox Finance Procurement Card o wichita.edu Financial Operations Forms Procurement Cards o wichita.edu Purchasing Business Procurement Card Program Input mywsu ID and password, if requested Submitter Information (this will fill in automatically) Select a card type based on the you received from Accounts Payable Revised 8/24/18 Page 5

Select a card number Are any transactions on

o Select Yes and document routing will begin

o Select No and document routing will begin in

Select the Fiscal Year of the log Select the

6 Select a card number Are any transactions on the log funded by research? o Select Yes and document routing will begin in ORTT after submission of the eform. o Select No and document routing will begin in Accounts Payable after submission of the eform. Select the Fiscal Year of the log Select the statement cycle of the log Attachments Attach the log Revised 8/24/18 Page 6

7 Click Add Browse to location of scanned log and Attach Multiple documents may be attached. Simply select Attach again If attachment is too big (larger than 5 MB), the following message will be generated: Revised 8/24/18 Page 7

o o Are all pages necessary? Don t include the bank statement If possible, combine receipts onto one page (but keep them in the order of the log) Exclude any blank pages. Still too large?

Instructions for use of WSU Drop Box included at the end of this document. o Is the log bigger than 50 MB? Contact Accounts Payable. Remember: do not attach an email message (.

8 o o Are all pages necessary? Don t include the bank statement If possible, combine receipts onto one page (but keep them in the order of the log) Exclude any blank pages. Still too large? Type a comment in the Comments box and Save the eform. Submit the eform without the log. The log can be sent to Accounts Payable via WSU Drop Box. Maximum file size is 50 MB. Instructions for use of WSU Drop Box included at the end of this document. o Is the log bigger than 50 MB? Contact Accounts Payable. Remember: do not attach an message (.msg files are not acceptable) Submit Form Confirmation that eform submitted successfully: Confirmation sent to submitter Message below will be displayed. If you have another log to submit, you can Reset the form and start over. What to do if a backup needs to submit the log? Contact Robby Murray in Purchasing from Budget Officer authorizing change Mac users Must use Firefox Off Campus Users Must use VPN Next steps: Confirm that you can scan to PDF Watch for notification from Robin or Michelle Revised 8/24/18 Page 8

Who to contact for help Standard BPC: accountspayable@wichita.edu Enhanced & Registration BPC: wsutraveloffice@wichita.edu BPC Administrator: pcardadmin@wichita.

9 Who to contact for help Standard BPC: Enhanced & Registration BPC: BPC Administrator: Instructions for use of WSU Drop Box When sending the document via WSU Drop Box, include a comment containing the card type, card holder, card holder ID, and statement cycle. The WSU Drop Box is in mywsu in the Employee Toolbox. Logs for the standard BPC (VISA) should be uploaded to robin.traore@wichita.edu. Logs for the Enhanced and Registration BPC should be uploaded to michelle.white@wichita.edu. Revised 8/24/18 Page 9

10 Revised 8/24/18 Page 10

BPC Electronic Submission Process

BPC Electronic Submission Process Email from AP log is ready to download AP will email the card coordinator/card holder when a log is ready to download. Do NOT download the log until this notification