NYS Citibank Visa Corporate Purchasing Card Reconciliation and Certification Instructions

Transcription

1 The following instructions describe how to reconcile and certify PCard transactions in the NYS Procurement Card AEPC application via Host on Demand (HOD). Revised 0112 Step 1: Visit the University Business Services web page QUICK TIP: Once the screen loads, stop and bookmark this as a favorite in your browser for easy access each month. Step 2: On the right hand side of the web page under UB Business Systems, click on HOD. Click on HOD Login. Step 3: Type in your UBIT username and password. Click on Log On. QUICK TIP: For further assistance with your UBIT name and password, contact the CIT help desk at

2 QUICK TIP: If you have problems accessing HOD contact your departmental node IT staff. If you do not have node IT support then contact HOD support at Step 4: Double-click the display session and a UB screen will appear. If you have multiple sessions, just pick one. Step 5: Do not move the cursor. Type the word online and press enter. HOD is not a case-sensitive program. 2

3 QUICK TIP: If your password has expired, input a new password in the new password field and press enter. Press the F1 key on your keyboard to complete the change. Make a note of the new password! QUICK TIP: Security violations on this screen may be reported to the Procurement Card Group at or the Financial Services personnel displayed on the violation screen. Step 6: Press the ESC key to clear the screen. Type SCSO and press enter. Step 7: Type in your assigned sign-on information (use the tab key to move from field to field). Press enter. Remember, HOD is not case-sensitive. ORG TYPE USER ID PASSWORD SU JOB FUNCTION PCRD - PRINT DESTINATION NONE Step 8: Press the ESC key to clear the screen. Type AEPC and press enter. Step 9: Change the date to the correct billing cycle. QUICK TIP: If the keyboard becomes locked at anytime, and a red x and a little red man appear at the bottom of the screen, press the Ctrl key to unlock the keyboard. Continue by using the tab key only to move from field to field. 3

4 Step 10: If you need to reallocate any charges to an alternate account, you must do it now. See last page. Step 11: Tab to VI02 Reconciliation / Certification and press enter. QUICK TIP: Look for the following statement at the bottom of the screen: AE0041 Ready for Cardholder Certification All items Matched. If this statement does not appear, contact the Procurement Card Administrator before continuing. You might be missing transactions. Step 12: Review your transactions listed on the screen. For multiple items, place the cursor on the far right hand corner and type an F to page forward. Press enter. Step 13: After your review is complete, type an X in the Function field and type a C in the Action field. Press enter. 4

5 QUICK TIP: Reconcile/certify all items in anticipation of any future credits which may be pending. Please work in chronological order. If you receive a message at the bottom of the screen that reads: Previous Billing Statement has not yet been certified, and you are unable to complete the certification, you must first reconcile any previous statements that are still outstanding. Step 14: On the next screen, type a C in the Function field and type an E in the Action field. Press enter. Your name and the date will appear mid screen. Step 15: Press enter again to certify your charges. You will return to the main menu and see Transaction Completed at the bottom of the screen. Within a few days, the money will transfer from your state account(s). Step 16: To exit, close the Albany session by closing the window, depress the log off button on the HOD log on screen and close out the window. 5

6 Step 17: Certification is complete. Be sure to obtain your supervisor s signature on your Citibank statement you printed from Step 18: Retain all original receipts, order forms and statements for a minimum of six years plus the current year within the department. The Office of the State Comptroller or the University at Buffalo may audit any and all Procurement Card accounts. Procurement Card Administration Procurement Services 224 Crofts Hall Buffalo, NY PH: State Procurement Card: 6

7 Changing Accounts Prior to Reconciling and Certifying in HOD The following instructions describe how to change the account number associated with your PCard transactions in the NYS Procurement Card AEPC application via Host on Demand (HOD). 1. Sign on as usual (Tip: Make sure you are in the correct billing cycle, for example: 1011 for the October statement). 2. Tab to VI03 Log List, hit enter. 3. Tab to transaction that is to be changed. 4. Type an X on the green line next to the transaction affected, hit enter. 5. You will now be on the transaction screen. 6. Tab down to account information in the lower part of your screen to the amount column. 7. Overtype the dollar amount in the column with a 0, delete any remaining numbers. 8. Tab down to the next line (it will be blank). 9. Type the new account number, NBR (sub account), FY (fiscal year), and the amount. Copy all information down from the upper line except for the account number. 10. At the F in the lower right corner, type S to Save. 11. At the A in the lower right corner, type R to go back to the log list and select another transaction or E to go back to the main menu. You can process changes at any time during the month once the transaction appears on the VI03 log list. You must do this before you do your final certification. If changes are needed after the certification is complete, then you will need to process an Interdepartmental Invoice (IDI) to transfer the expenditure to a different account. The status of the account could affect this process. If processing several changes, it may be easier to retrieve the assigned log number of the transaction from the VI03 list then return to the main menu and go into each log number separately to make the change. Contact Procurement Card Administration for assistance at